Creating Finance Records

Creating Financial Reporting Records

After the Draft Pay Run has been processed the Draft Finance option becomes available. This function populates the Financial Reporting object with finance data that is used to create the the Gross to Net report and Payroll Ledger file.

The Payroll ledger report follows a standard reporting structure with all debit and credit entries from the Pay Run. Each debit and credit transaction is created with assigned cost codes, which mark the type of cost (Pay Code) and the Cost Centre to which it applies. The report can be exported to a CSV file and uploaded directly to an accounting system. Cost codes are set up in an Object and are applied to Cost Centres (Company, Organisation and/or Post); to Pay Elements; and where required to Suppliers.

Until the point the FPS has been accepted by HMRC the Payroll path will show the action button Draft Finance. This allows the user to run Gross to Net reports and create ledger files based on draft data.

After the FPS has been submitted (and accepted) the Draft Finance label changes to Finance i.e. reflecting that the Pay Run is no longer in draft.

Click on Draft Finance or Finance dependent on the stage in Payroll process.

Note - the Finance button will always remain enabled i.e. the Financial Reporting records can be recreated at any time.

Select Finance Type 'Full'.

Note - 'Full' must be selected in order to create all the necessary records required for the Gross to Net report. 'Full' also allows for a full ledger breakdown i.e. employee by employee rather than a summary Payroll ledger report.

To generate a summarised payroll ledger report i.e. where there is one line per cost code/pay code combination, select the 'Aggregate' option. This should be selected after the 'Full' option has been processed and the Gross to Net report has been created.

Click the Proceed button.

On completion an email will be sent advising that the Payroll ledger report has been created together with a link to the Pay Run.

Errors / Audit Logs

If there are any errors the landing page from the link on the email will be to the Pay Run Errors tab:

Examples:

• The audit log created will give the reason for any imbalance

• If there is no Job Role link on the Pay Detail the appropriate Financial Reporting record will be created but with no associated post cost. The audit record will identify the Pay Detail and associated Pay Element record.

Finance Reports

Click on the Reports tab to run the Finance related reports.

Locate the 'Finance & Pension' section near the bottom of the page where you will find the 'Gross to Net' and 'Payroll Ledger' reports

Gross to Net Report

The Financial Reporting records are used to create a full Gross to Net report for employees within the Pay Run, providing a full analysis of employee payments and totals in a typical gross to net format.

Click on the Gross to Net report link.

A column will exist only if at least one employee has a value for that Pay Element.

Use the toggle buttons on the bottom to add/remove totals. Click on the down arrow and select Export to output to Excel:

Payroll Ledger Report

Creating a Payroll ledger report in 'Full' format will show data detailed at employee level:

To create a summarised ledger file i.e. one row per Cost code/pay code combination, rerun the Draft Finance (or Finance if the FPS has been submitted) action button and select the 'Aggregate' option.

The above 'Full' version of the file will be summarised as follows: