Add/Edit Batches

On the Payroll Prep Process page, you have two ways to edit data as you process payroll:

Based on your company needs, you will probably use one method or the other as your preference.

For more complex data entry, such as having many labor overrides, you will likely find Add/Edit Pay Statements to be easier.

When you select the View Payroll Batches link from the Add/Edit Batches step, you will be navigated to the Payroll Batches page, where you can open your batch and complete data entry.

If the batch is closed, the batch Status appears as Closed. If you need to edit the batch, you must re-open it by selecting the Open Batch For Edit icon.

Note: If you did not use the Initiate Payroll feature, you won't see any pre-populated rows on the batch entry page.

If the batch is open, the batch Status appears as Open.

Editing Batches

To open a batch to edit, click the Open Batch For Edit icon. A Question pop-up window asks you to confirm that you're okay with the system locking pay statement records while you make these edits. Here are the options in that window:

  • Allow Concurrent Edit By Multiple Users: Check this box to allow multiple users to have access to make changes, save data entry, and close the batch. When you check this box, you can edit the Pay Statement directly from the batch. When you don't check this box, only the user who opened the batch will have access to make changes in the batch and save. If another user attempts to view and edit the Pay Statement from the batch, a warning message appears at the top of the page.

  • Show Records From Other Batches: Check this box if you have multiple batches (such as one Regular batch from the Initiate Payroll step, plus one from Sync Time). Then you can view, but not edit, the records from other batches.

  • Don’t Ask Again: Check this box if you don't want to see this window of options in the future.

On the Batch Edit page, you can select the columns you need for data entry.

Add columns for Overtime Hours, Bonus Amount, and many others to assist with the input of your payroll data.

If you add adjustments to prior Pay Periods, you must also select the Pay Period on the row containing the adjustment amount. On the Batch Edit page add the Pay Period column.

Select the Pay Period field in the adjustment row to display a search icon. select the search icon to see a pop-up window where you can choose the Pay Period associated with the adjustment. Pay periods are sorted in chronological order, with the most recent pay periods occurring first.

Creating Batches

To create a new batch, select the New Batch button on the Payroll Batches page.

A Question pop-up window will display where you will choose the Batch Type, enter the Name, and choose the Pay Period From and To dates for the new batch.

If you don't see the batch type you want in the Batch Type list, select the Batch Type hyperlink to create a new type and then return to this window to proceed.

After you select Add, you will see the Add Rows pop-up window for you to add rows for the batch.

When you select OK, you can edit, manage, save, and update the batch for the payroll process.

To delete a batch, select the checkbox to choose one or more batches, and then select the Delete Selected Batches button at the top of the page. A confirmation pop-up window will display for you to confirm or cancel the request, then the system will redirect you to the Payroll Prep Process page.

To close a batch, check the boxes to select one or more batches, and then select the Close Selected Batches button at the top of the page.

Use the Payroll Quick Links button to access other payroll options.

Select the View Batch Types button to view the currently configured Types for creating batches. From the Payroll Batch Types page, you can create or edit new Types.

Saving Batches

After you perform data entry, you have the following two options:

  • If you aren't finished entering the data and you need to continue editing the batch later, select the Save button. This saves the data in the batch but does not update the information for others to view or recalculate the Pay Statements at this time.

  • Select the Save & Update Payroll button if you are finished entering the data. This saves the data in the batch and recalculates any Pay Statements that were edited. When you select Save & Update Payroll, the system will show a warning message:

    You are about to save batch edits to payroll. This operation cannot be undone! Do you want to continue?

    Select the OK button to continue or select the Cancel button to cancel the action.

Anything that you enter into the batch automatically flows into the Pay Statement when you select the Save & Update Payroll button.

When you editing a batch, the Batch Type column shows three different types: Master, Auto, and Manual. The Master Type is directly linked to the pay statement and contains default information such as the employee’s default cost center and base rate of pay. The Auto Type contains rows with any scheduled earnings or deductions. The Manual Type contains rows you added for manual data input or by selecting the Add Rows button.

Closing Batches

After you complete all data entry, save the batch, and update payroll, you must select the Close Batch button to continue with the Payroll Process. Selecting Close Batch closes the batch and prevents editing of the information you entered so that you can proceed with payroll processing. You will see a warning message:

You are about to close batch editing. Do you want to continue?

Select OK.

Deleting Empty Rows

To delete empty rows, first select the Payroll Quick Links button at the top of the Payroll Batches page to access other payroll options, then select Delete Empty Rows from the Utilities pop-up window. This deletes all empty records contained in the batch. Use this to clean up any unused rows from your view and condense the records for easier auditing. The system also does this automatically when you select Close Batch.

Regenerating Batches

To regenerate batch records, first select the Payroll Quick Links button to access other payroll options, then select Re-Generate from the Utilities pop-up window. If you save and update the batch before you select Re-Generate, you won't lose any data and overrides that you entered into the batch; the system just closes and reopens the batch.

Warning: If you don't save and then update the batch before you select Re-Generate, you will lose all data and overrides that you entered into the batch.