Payroll Processing Overview
Steps
After payroll is reconciled, proceed to payroll processing :
- Run a trial posting (PYTPTP) and confirm the posting will complete.
- If errors occur, run the posting debug (PYTPDB) to identify errors. Correct the errors, and rerun PYPAFC, PYREEL, PYTPTP until complete.
- Run a trial payroll (PYTPDP) to verify the Payroll postings are in balance. If the postings are not in balance, run Payroll Debug Postings (PYTPDB) to identify the issue.
- Run Distribute and Pay to process final payroll (PYPADP); verify the starting Check and EFT Numbers before submitting the job.
- Verify PY register and posting reports
- Verify posting to GL and BK
- Transmit EFT file to the bank (to run EFT Tape and Report: PYREPAEF)
- Distribute paychecks
See also Payroll Checklist and Reconciling Payroll.
Events/Reports
The PYPADP job results in the following events/reports:
- All Employee Payroll History (PYUPPH) records that were modified after the last calculation of pay will be recalculated now.
- A Warnings Report is printed (WARN200).
- An Employee Prelist is printed for the given period.
- Checks, and optionally, Electronic Fund Transfer (EFT - direct deposit) stubs, are created and stored. Printing is deferred, allowing for verification of all information prior to print checks and/or stubs.
- The history entries for the given period are updated in the Payroll database. All entries for the period which did not result in the writing of a check are purged from the Payroll database. All entries for the period which resulted in the writing of a check will have the appropriate check number defined and the Check Note will be set to "DP" to denote distribution and payment (PYUPPH).
- A Check Register report is printed for checks and, optionally EFT stubs.
- Accumulators are updated with the information from the current period.
- An EFT Report is printed, and an EFT file is created (if EFT is being used).
- A Period Register report is printed which shows all payments, deductions, and net pay for each employee paid.
- A Contribution Register report is printed which shows period, month, quarter, and year-to-date contribution amounts. This report is printed in employee last name, within contribution number order.
- A Deduction Register report is printed which shows period, month, quarter, and year-to-date deduction amounts. This report is printed in employee last name, within deduction number order.
- An Earnings Register report is printed which shows all payments, contributions, and total cost to the employer of each employee paid.
- A Pay Register report is printed which shows period, month, quarter, and year-to-date pay amounts. This report is printed in employee last name, within hour number order.
- A Leave Balance report is printed which shows the long-term liabilities resulting from the leave hours (e.g., vacation and sick leave) stored in the Hour Base. It shows the beginning balance, number of hours accrued, number of hours taken (used), and the ending balance for each type of leave.
- A Payroll Distribution report is printed which shows all of the entries which will ultimately be posted to the General Ledger.
- All posting records are checked for valid dates, GL Org keys, object codes, and budget amounts. The Payroll Posting Verification report is printed if any errors are detected.
- The General Ledger is updated with the postings from the period being paid.
- A Payroll Posting report is printed showing all entries which have been posted to the General Ledger. This General Ledger Posting Record includes an Audit report showing debit and credit totals for the entire Distribute and Pay Process.
- The Total Posting Report is printed showing the totals for all phases of the payroll process.
Additional Reports
AP Interface
- Run PY to AP interface utility (PYUTAP)
- Compare PYREEL to AP interface report
- Notify AP the batch was created
- If needed, update the AP batch (APOHBTUB or APIPBTUB)
- Review the AP batch proof (APOHBTBP or APIPBTBP)