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AccountRight Plus and Premier, Australia only
If you've made a mistake when recording a pay, there's only a limited number of changes you can make. These include:
employee bank account details
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 can include the adjustment in the employee's following pay, or you can 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).
Using timesheets? You can't reverse a pay which uses timesheets but you'll be able to delete it.
To allow transactions to be changed
If your user role allows you to change preferences, you can change this option at any time.
Go to the Setup menu and select Preferences.
- Click the Security tab,
- Deselect the Transactions CAN'T be Changed; They Must be Reversed option.
- Click OK.
How do I delete a pay?
You should only delete a pay if the amount hasn't been withdrawn from your bank account.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 below.
To delete a pay:
Ensure the Transactions CAN'T be Changed, They Must be Reversed preference is not selected in the Setup menu > Preferences > Security tab.
Redisplay the pay by clicking Find Transactions at the bottom of the Command Centre, selecting the employee in the Card tab and clicking the pay's blue zoom arrow ().
Go to the Edit menu and choose Delete Transaction.
I recorded 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.
I recorded 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.
Alternatively, you can create a separate pay for the adjustment and enter the adjustment value against the PAYG Withheld 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?
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.
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 feature is only available in the new AccountRight (not AccountRight v19).
I underpaid an employee, how do I fix it?
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.
What will prevent me from deleting a pay?
A transaction's zoom arrow will be shaded () if:
- you've set the security preference in AccountRight which prevents transactions from being deleted (they can only be reversed) Tell me more
- the transaction is from a previous (closed) financial year Tell me more
- the transaction is part of a processed Prepare Electronic Payment Tell me more
- the transaction is a Pay Liabilities transaction Tell me more
- the transaction is a Pay Super transaction Tell me more