This process will create a set of payslips for the current selected pay group for the next pay period. The payslips will be created for the pay date selected on this form. If an employee within the current pay group has a paid to date after the period end date entered on this form, no pay will be created for the employee.
For each payslip created, the employee's paid to date will be set to the period end date selected. You can adjust the paid to date for individuals in the calculate pay screen after this process has completed.
A log will be created, listing all the employees for whom pays have been created, and any problems creating a pay. If Kwik-Pay fails to create a pay for any employee, you will be prompted if you wish to view the log file. You can turn off the create new pay logging, by clicking the Options button, then checking the 'Ignore default pay errors' check box. A separate log file is created for each new period process, where the file name includes the date and time that the new period process was run, and the file is created in the same directory as the payroll database. You can purge old log files using the Purge Logs option on the File menu.
After the payslips have been created, you can change them using the Calculate Pay screen. When you are satisfied with the calculated pays, you then print the pay advice, pay register and costing report, and after you have printed one of the net pay report, such as direct credits or signature list, the pay period will be closed and you cannot make any further changes in the Calculate Pay form.
If the pay type is normal, the pays will be created from the 'repeating' pay items carried forward from the last pay period, plus the standard pay items create for each employee in the payee, standard pay details screen. Where a repeating pay item is also in the standard pay list for the employee, the standard pay units and cash will be used in place of the values brought forward from the last pay period.
If the selected pay type is adjustment or supplementary, a blank pay will be created for each of the selected payees.
The three pay types fulful different functions:
New pays will only be created for the selected payees.
If the selected pay type is 'normal pay', then only payees whose paid up to date is before the selected period end date will have pays created. You can still add them manually in the Calculate Pay screen after this process has finished if you wish.
A log file is created to record the actions taken by the process with any warning or error messages. The log is created in the same directory as the payroll database, with a name that includes the date and time. You can delete old log files using the Purge Log option on the File, Data Maintenance menu.
There is no option to close a pay period in Kwik-Pay, but the pay period will be closed automatically after some reports have been created. See Close pay period for more details.