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AccountRight Plus and Premier, Australia only

Only these pay details can be edited once you’ve recorded a pay:

  • pay period

  • payment method

  • employee bank account details

  • statement text

  • whether a cheque or pay slip needs to be printed or emailed.

If you need to correct other details, such as record leave or correct a payment amount, you'll need to reverse or delete the pay and enter it again. Note that your user role must allow you to delete or reverse transactions.

Before you make changes, you need to set your preferences to allow transactions to be changed (see below).

How to edit a pay

To edit a a pay you’ve already recorded, locate and open the pay transaction. You can use the Find Transactions option at the bottom of the Command Centre, select the employee in the Card tab and clicking the pay's blue zoom arrow (if the zoom arrow is not blue, you'll need to change your security preferences).

If you've made a mistake when recording a pay, it's easy to fix.

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Using Single Touch Payroll?

Your employees' year to date (YTD) figures are sent to the ATO as part of Single Touch Payroll reporting. If changing a pay affects YTD figures, the updated figures will be sent to the ATO the next time you do a pay run.

 

Depending on your scenario, here's how to change a pay:

 

If you need to...Do this...
undo a pay

Reverse or delete the pay, then re-enter it (if needed).

See To reverse or delete a pay.

fix the hours or amounts in a pay

Adjust the employee's next pay, or process a separate pay for the adjustment.

See To fix the hours or amounts in a pay.

fix an overpayment or underpayment

Adjust the employee's next pay, or process a separate pay for the adjustment.

See Fixing a payroll overpayment or underpayment.

fix a pay which contained wrong leave amounts

Adjust the employee's next pay, or process a separate pay for the adjustment.

 See Adjusting leave entitlements

fix a pay which contained wrong superannuation amounts

Adjust the employee's next pay, or process a separate pay for the adjustment.

See Checking and adjusting superannuation

change any of these details in a pay:

  • pay period

  • payment method

  • statement text

  • whether a cheque or pay slip needs to be printed or emailed

Open the payroll transaction and make your changes.

See To change other pay details.

change what's displayed on your pay slips

Edit your pay slip form.

See Personalising pay slips.

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Closed payroll years

You can't edit pays dated in a closed payroll year.


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To reverse or delete a pay

If your user role allows transactions to be changed, you can reverse or delete a pay.

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titleTo reverse a pay

To reverse a pay

Using timesheets? You can't reverse a pay which uses timesheets but you'll be able to delete it.

 

  • Click the Security tab, 
  • Deselect the Transactions CAN'T be Changed; They Must be Reversed option.
    Preferences window with option deselectedImage Removed
  • Click OK.
  • UI Expand
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    titleTo allow transactions to be changed

    To allow transactions to be changed

    If your user role allows you to change preferences, you can change this option at any time.

    1. Go to the Setup menu and select Preferences.

      Ensure the Transactions CAN'T be Changed, They Must be Reversed preference is selected (go to the Setup menu > Preferences > Security tab).
      Image Added

    2. Display the pay to be reversed:

      1. Click Find Transactions at the bottom of the Command Centre then click the Card tab.

      2. Specify your search criteria to find the pay to be reversed.

      3. Open the pay by clicking its zoom arrow (Image Added).

    3. Go to the Edit menu and choose Reverse Transaction.
      Image Added

       

    4. If the pay being reversed is a cheque or electronic payment, a message will be displayed advising it will be recorded as cash. Click Yes to proceed.

      The Pay Employee window appears with details of the pay reversal.

    5. Click Record to process the reversal.

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    Preferences option greyed-out? Your user role needs to be set up with permission to set preferences. If you need to regularly change preferences, ask your administrator to add this permission to your user role.

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    <h2><i class="fa fa-comments"></i>&nbsp;&nbsp;FAQs</h2><br>

    If you've had to reverse a pay because an employee left without notice, and you're using Single Touch Payroll, you need to tell the ATO that you won't be sending any more payroll information for that employee. See Terminate an employee in Single Touch Payroll reporting.

    How do I delete a pay?

    UI Expand
    titleHow do I To delete a pay?
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    You should only delete a pay if the amount hasn't been withdrawn from your bank account. If you need to adjust an overpaid or underpaid amount see the appropriate FAQ in To fix the hours or amounts in a pay below.

    To delete a pay

    :

    1. Ensure the Transactions CAN'T be Changed, They Must be Reversed preference is not selected in (go to the Setup menu > Preferences > Security tab).Redisplay

      Image Added

    2. Display the pay by clicking to be deleted:

      1. Click Find Transactions at the bottom of the Command Centre

      , selecting the employee in the Card tab and clicking the pay's
      1. then click the Card tab.

      2. Specify your search criteria to find the pay to be deleted.

      3. Open the pay by clicking its blue zoom arrow (Image Modified).

    3. Go to the Edit menu and choose Delete Transaction.
      Image Added

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    Delete Transaction greyed-out? Your user role needs to be set up with permission to delete transactions. If you need to regularly change transactions, ask your administrator to add this permission to your user role.

    What will prevent me from deleting a pay?

    A transaction's zoom arrow will be shaded (Image Added) if:

    1. you've set the security preference in AccountRight which prevents transactions from being deleted (they can only be reversed) Learn about changing or deleting transactions

    2. the transaction is from a previous (closed) financial year Learn about closing a financial year

    3. the transaction is part of a processed Prepare Electronic Payment Learn about electronic payments

    4. the transaction is part of a Pay Liabilities transaction  Learn about paying payroll liabilities

    5. the transaction is part of a Pay Super transaction Learn about making super payments

     

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    If you've had to delete a pay because an employee left without notice, and you're using Single Touch Payroll, you need to tell the ATO that you won't be sending any more payroll information for that employee. See Terminate an employee in Single Touch Payroll reporting.


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    To fix the hours or amounts in a pay

    Here are a few common scenarios where a similar approach is used: include the adjustment in the employee's next pay, or record a separate pay for the adjustment. If your scenario isn't covered, you can reverse or delete the pay then re-enter it.

    I recorded
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    titleI recorded To fix a pay with incorrect leave or super amounts, how do I fix it?

    To fix a pay with incorrect leave or super amounts

    , how do I fix it?

    To fix a pay which contained incorrect super or leave amounts, either make the adjustment on their next pay, or record a new pay for the employee using the Process Payroll Assistant (Payroll command centre > Process Payroll).

    Enter the super amounts or leave hours you need to adjust as positive or negative amounts. Remember to zero out all the categories that you are not adjusting.

    The end result should be $0 net pay, and the only amounts/values should be against the categories you are editing. You'll be notified that you are recording a $0 pay, and that it will be a "void" cheque. That's fine in this case.

    Also see Adjusting leave entitlements and Checking and adjusting superannuation.

    I recorded
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    titleI recorded To fix a pay with an incorrect PAYG amount, how do I fix it?

    To fix a pay with an incorrect PAYG amount

    , how do I fix it?

    To fix a pay where the wrong amount of PAYG tax was withheld, work out how much PAYG tax has been overpaid or underpaid, then adjust the PAYG on the employee's next pay.

    Image Added

    Alternatively, you can create a separate pay for the adjustment and enter the adjustment value against the PAYG Withheld Withholding category. Remember to zero out all other hours and values on the pay.

    If the employee had overpaid PAYG, enter the adjustment as a positive value. If it's to adjust an underpayment, enter a negative value.

    I overpaid an employee, how do I fix it?
    UI Expand
    titleI overpaid an employee, how do I fix it?
    To fix an overpayment

    To fix an overpayment

    If you've overpaid an employee you can make an adjustment on their next pay, or if they have paid back the amount, record a new pay for the employee using the Process Payroll Assistant (Payroll command centre > Process Payroll).

    Enter the adjustment as a negative (-) amount in the Hours or Amount columns of the category that was overpaid. Remember to zero out all the categories that you are not adjusting. The net pay amount should be equal to the overpayment, and shown as a negative amount. You can also use the Memo field on the pay to enter a note about this payment.

    Note that when recording a pay with a negative net pay amount, the payment method is automatically changed to Cash and the linked bank account for cash payments will be used. This can't be changed.

    Can't record a negative pay? Yes, however, this This feature is only available in the new AccountRight (not . See the help for these other products: AccountRight v19) | AccountEdge.

    I underpaid an employee, how do I fix it?
    UI Expand
    titleI underpaid an employee, how do I fix it?
    To fix an underpayment

    To fix an underpayment

    If you've underpaid an employee you can make an adjustment on their next pay, or if they have want the money now, record a new pay for the employee using the Process Payroll Assistant (Payroll command centre > Process Payroll).

    Enter the adjustment amount in the Hours or Amount columns of the category that was underpaid. Remember to zero out all the categories that you are not adjusting. The net pay amount should be equal to the underpayment. You can also use the Memo field on the pay to enter a note about this payment.


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    To change other pay details

    Apart from the changes described above, there's only a limited number of other changes you can make to a recorded pay. These include:

    • pay period

    • memo

    • payment method

    • employee bank account details

    • statement text

    • whether a cheque or pay slip needs to be printed or emailed.

    UI Expand
    titleWhat will prevent me from deleting a pay?To change other pay details
    1. Go to the Payroll command centre and click Transaction Journal.

    2. Find the pay to be changed (use the Dated From and To fields to specify a date range).

    3. Click the zoom arrow to open the pay.

    4. Make your changes. To change the bank account this pay will be paid into (this pay only), click Banking Details and enter the new bank details for this pay.

    5. When you're done, click OK.

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    To change the details of a job allocated to a pay transaction, go to the Lists menu > Jobs. Click the zoom arrow of the job, make your changes and click OK.

    What will prevent me from

    deleting a pay

    changing these details?

    A transaction's zoom arrow will be shaded (Image Removed) You won't be able to change these details if:

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    Processing your payroll

    Jobs

    Enter employee payroll information

    Changing an employee's salary or hourly rate

    Changing an employee from full time, part time or casual

    About Single Touch Payroll reporting

    Fixing a payroll overpayment or underpayment

    Personalising pay slips

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