Payroll

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1. Overview

The Payroll module handles the full payroll cycle — from timesheet collection through payroll computation and posting — along with complete employee records management and a self-service employee portal.

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2. Key Concepts

• Payroll Period — A defined time window (e.g., bi-weekly, semi-monthly) for which employees are paid. Each payroll period has a start date, end date, and check date. Payroll statements are grouped by period.

• Timesheet — A record of an employee’s hours worked during a payroll period, broken down by day and entry type. Timesheets can be allocated to jobs and work orders for cross-module cost tracking. They must be approved before syncing to payroll.

• Payroll Statement — A single employee’s pay calculation for a payroll period. Contains earnings (regular, overtime, holiday, etc.), deductions (taxes, insurance, 401k), and accrual usage. Each statement must be approved before the payroll run.

• Earning Type — A classification for compensation (e.g., Regular, Overtime, Holiday, Commission). Each earning type has a code, a GL account, a rate multiple (e.g., 1.5× for overtime), and tax treatment settings.

• Deduction Type — A classification for payroll withholdings (e.g., Federal Tax, Health Insurance, 401k, Garnishment). Each deduction type has a code, a GL account, and settings for pre-tax treatment, FICA exemption, and employer vs. employee responsibility.

• Accrual — A running balance of earned time off (Vacation, Sick, PTO). Accruals track a running balance that is adjusted on payroll statements. When an employee uses PTO, the accrual balance is reduced on their payroll statement.

• Direct Deposit Split — Employees can split their net pay across multiple bank accounts by percentage or flat amount. The ACH file generated after payroll run includes all split instructions for the bank.

• Time Clock — A browser-based (desktop) or mobile clock-in/clock-out interface for employees. Employees select a pay type, clock in to start tracking time, and clock out when finished. The system captures timestamps, geolocation, and calculates hours and amounts. Time clock entries feed into timesheets for payroll processing.

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3. How It Connects

Upstream — Where Payroll gets its data:

• Timesheets → Approved timesheets are synced to payroll statements via the Sync Timesheets action. During sync, timesheet entries are aggregated by earning type, rate, and tax/GL settings into earning lines on the employee’s statement — entries sharing the same earning type and rate combine into one line — with overtime premiums added as separate lines.
• Service (Work Orders) → Mobile time clock entries on work orders create timesheet entries automatically when “Mobile Time Sync WO Time to Payroll” is enabled in Settings.
• Job Costing → Timesheet entries allocated to jobs feed labor cost tracking. Syncing creates the payroll earning line on the statement; when the payroll is run (processed), each job-allocated, post-to-GL timesheet entry also creates a job cost entry (with labor hours and overhead).

Downstream — Where Payroll sends its data:

• General Ledger → Running payroll posts GL entries: debit the configured wage expense accounts for earnings, debit the configured employer tax accounts for employer contributions, credit the configured cash account for net pay, and credit the configured tax liability accounts for withholdings.
• Job Costing → Job-allocated timesheet hours create labor cost entries on the job, appearing in the Actual vs. Estimate comparison. An employee’s hourly rate × hours worked flows as a labor expense.
• Bank (ACH) → The ACH file (downloaded on demand from Previous Payrolls → Download ACH File) contains direct-deposit instructions only for employees set up for direct deposit, ready for bank submission. Employees paid by check are excluded from the ACH file and receive printed checks instead.

Key Integration Point — Timesheet-to-Job-to-GL Flow: When Mike Torres logs 8 hours on Job J-1050 via his timesheet, the system creates three connected records: (1) a timesheet entry for 8 hours, (2) a payroll earning on his statement for 8 hrs × $30/hr = $240, and (3) a job cost entry on J-1050 for $240 of labor. Processing the payroll posts several separate balanced GL documents rather than one combined posting: a per-employee check document (crediting each earning’s GL account, debiting withholding liabilities, and crediting the payroll-accrual/bank account) plus a separate “Payroll Job Hours Posting” document for each job-allocated timesheet entry (with its own debit/credit pair and any overhead), and “OT Premium Job Allocation” documents where overtime premiums are redistributed to jobs.

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4. Compute Payroll

Navigate to Payroll → Compute Payroll to process payroll for a period.

Header Controls

Control	Description
Payroll	Dropdown — select the active payroll period to work with
Start Date	Read-only — period start from the selected payroll
End Date	Read-only — period end from the selected payroll
Check Date	Read-only — check date from the selected payroll
Bank	Bank account to use for payroll disbursement

Statements Table

All payroll statements for the current period appear in the grid:

Column	Description
Approved	A checkbox per statement; the group row shows an “X of Y approved” summary
Direct Deposit	Whether the statement is paid by direct deposit (yes/no)
ID	The employee’s ID
Employee	Employee name (last, first)
(per earning type)	One column per earning type, showing that earning’s amount
Gross Pay	Total compensation before deductions
Net Pay	Take-home amount after all deductions

Use the Search bar to filter statements by employee name. Toggle Only Unapproved to focus on statements that still need review.

Actions

Action	Description
New Payroll Statement	Create a statement for an additional employee in this period
Sync Timesheets	Pull approved timesheet entries into payroll statements
Run	Execute payroll computation — validates all statements and posts
Approve Entire Payroll	Approve all statements at once
Un-Approve Entire Payroll	Reverse approval on all statements
Turn On Direct Deposit	Set all statements to direct deposit — but only for employees who have a bank account on file
Turn Off Direct Deposit	Remove direct deposit from all statements
Previous Payrolls	View and work with completed historical payrolls
Payroll Summary	Run the payroll summary report
Delete Payroll	Permanently remove the current payroll (requires permission)

Delete Payroll

Deleting a payroll permanently removes the payroll period and all its associated statements.

Prerequisites:

• The payroll must not be processed — if payroll has already been run, it cannot be deleted. Refresh the page if you see a stale record.
• There must be no timesheets still associated with the payroll — unlink or delete associated timesheets first.
• User must have the Delete Payroll permission.

A confirmation dialog appears before the deletion proceeds. This action cannot be undone.

New Payroll Statement Dialog

Field	Required	Description
Employee	Yes	Employee to add to this payroll
Notes	No	Optional notes for this statement

Previous Payrolls Dialog

Lists completed payrolls showing Start Date, End Date, Check Date, Check Total, and Direct Deposit Total. From each historical payroll you can:

• Download ACH — Download the ACH direct deposit file
• Print Stubs — Print pay stubs for all employees
• Re-Print Checks — Reprint check documents for all employees in the payroll
• Reprint Single Check — Reprint an individual employee’s check from a previous payroll without reprinting the entire batch
• Re-Send Stubs — Email pay stubs again
• Reports — Run payroll-related reports for the period

Run Payroll Flow

Clicking Run triggers a series of validation steps before payroll posts:

1. Overshot Deductions Dialog — Runs first. If any deductions exceed their allowed maximum, this dialog shows the overage and offers to auto-adjust; payroll continues once there are no overshot deductions.
2. Check Issues — Lists any fatal or non-fatal validation issues (for example, unapproved timesheets or a direct-deposit/bank misconfiguration are fatal; a negative accrual balance is non-fatal). Fatal issues must be resolved; when only non-fatal issues remain, a Run Anyways button bypasses them.
3. Payroll Messages Dialog — Enter an optional message to include on pay stubs, then click Run Payroll to finalize.

After running, you are taken to the Payroll Complete screen.

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5. Payroll Statements

Clicking an employee’s statement from the Compute Payroll grid opens the statement detail screen.

Header (Read-Only)

Field	Description
Payroll	The payroll this statement belongs to (read-only label)
Employee	The employee for this statement (selectable)
Notes	Free-text notes for the statement
Accrual Balances	Current balance for each accrual type
Direct Deposit	Checkbox marking the statement to be paid by direct deposit

Computed totals — Total Hours, Gross Pay, Taxes, Other Deductions, Reimbursement, and Net Pay — are shown in the footer beneath the earnings and deductions grids, not in the header.

Earnings Section

Lists all earning entries for this statement:

Column	Description
Earning Type	The earning type, chosen from a dropdown (a single selectable column)
Hours	Hours worked (for hour-based types)
Rate	Pay rate
Amount	Dollar amount for this earning
Ledger	Ledger account this earning posts to
Overridden	Whether the amount was manually overridden (for computed earning types)

Add an earning with the Add Earning button in the column header, and remove a row with its Delete button; cells are edited inline. When you select an earning type configured for FLSA overtime, an Overtime Date Range dialog opens automatically, letting you set the overtime start and end dates or mark the overtime Discretionary. (Earnings synced from a timesheet show a Synced chip instead of a delete button and cannot be edited here.)

Deductions Section

Lists all deduction entries:

Column	Description
Deduction Type	The deduction type, chosen from a dropdown (a single selectable column)
Amount	Dollar amount for this deduction
YTD Total	Year-to-date total for this deduction type (read-only)
Overridden	Whether the amount was manually overridden

Recompute and the Overridden Checkbox

Editing earnings or deductions on a statement triggers a background recompute that recalculates the affected amounts and the footer totals (Gross Pay, Taxes, Other Deductions, Reimbursement, Net Pay). Whether the engine recalculates a given line depends on its Overridden flag.

For each deduction line:

• When Overridden is unchecked and the deduction type is computed (system-calculated) or percent-based, recompute recalculates the line’s amount from the current configuration — a computed deduction is recalculated by its rule, and a percent deduction is recalculated as its percentage of gross pay.
• When Overridden is checked, recompute leaves the amount exactly as you entered it.

Typing an amount into a computed deduction line — or into a line that came from an employee deduction setup — automatically checks Overridden for that line, so your manual figure is preserved on the next recompute.

The same logic applies to computed earnings: an earning whose type is system-computed is recalculated by recompute unless its Overridden box is checked, in which case the entered amount is kept.

Note

The YTD Total column on the deductions grid is read-only. It shows the year-to-date total already accumulated for that deduction type and is not affected by recompute or by the Overridden flag.

FLSA Overtime Premium Lines

Some earning types are configured to compute FLSA overtime automatically. When you select one of these earning types on a statement, the Overtime Date Range dialog opens.

1. Set the Overtime Start Date and Overtime End Date for the range over which overtime should be computed. The range defaults to the payroll period’s start and end dates.

2. Alternatively, check Discretionary. This clears the date range and treats the earning as a discretionary payment that does not generate an overtime premium.

3. Click Save to close the dialog.

For a non-discretionary overtime earning, the system automatically adds a separate OT Premium earning line tied to the originating earning and its date range (it is not added a second time if a matching OT Premium line already exists). The OT Premium line’s amount is calculated by the recompute engine as the FLSA overtime premium for the selected date range, and like other computed earnings it is recalculated on recompute unless its Overridden box is checked.

Accruals Section

Displays the employee’s current accrual balance for each accrual type — a single balance number shown above the accrual type name. It does not break out opening balance, amount used, and remaining balance separately.

Actions

Action	Description
Recompute	Recalculate all amounts based on current configuration
Approve / Unapprove	Toggle the approval status of this statement
Delete Statement	Remove this statement from the payroll

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6. Payroll Complete

After running payroll, the completion screen confirms the results and provides output options.

Summary Information

• Check Date and GL Date
• Pay Period (start and end dates)
• Total Direct Deposit Amount
• Total Check Amount

Employee counts, earning-type breakdowns, per-employee detail, and YTD figures are not shown here — they appear in the separate Payroll Summary Report.

Output Actions

Action	Description
Email Direct Deposit Stubs	Email pay stubs to all direct deposit employees
Download ACH File	Download the ACH file for bank submission
Print Checks	Print physical payroll checks
Print Direct Deposit Stubs	Download/print the direct deposit pay stubs
Check Register Report	Open the check register report
Payroll Summary Report	Open the payroll summary report

Void Payroll Check

Voiding a payroll check creates reversing GL entries that offset the original check posting. The original posting is preserved for audit purposes — it is not deleted.

Navigation: Go to Payroll → Manage Employees, select the employee, then open the Payroll History tab. On the check’s row, click the Void (cancel) icon button and confirm.

Void Dialog

A confirmation dialog titled Void Payroll Check appears: “Are you sure you want to void Check # [checkNumber]?” Click the red Void button to proceed or Close to abort.

The void date is set to the original check date of the payroll run.

GL Impact

The system creates a complete set of reversing GL entries with amounts negated (multiplied by −1). The reversal is recorded as a “Void Payroll Check” source posting. After voiding, the check displays a red Void chip in the payroll history.

Permission required: voidPayrollCheck

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Email Pay Stub

From the Payroll History tab you can email the pay stub for any individual past payroll statement directly to an email address. The stub is sent as a PDF attachment named paystub.pdf.

Navigation: Go to Payroll → Manage Employees, select the employee, then open the Payroll History tab. On a check’s row, click the Email Pay Stub (envelope) icon button.

The icon appears only on non-void rows; voided checks show a red Void chip in place of the row actions and cannot be emailed.

Email Pay Stub Dialog

A dialog titled Email Pay Stub opens with the following fields:

Field	Required	Description
Email Address	Yes	Recipient address. Choose one of the employee’s saved email addresses from the autocomplete, or type any valid email address. Must be a valid email.
Subject	No	Email subject line.
Body	No	Email message body (multi-line).

The Email Address autocomplete is populated from the email addresses recorded on the employee’s Email Addresses tab. Click Send to deliver the stub, or Close to cancel. On success, a “Pay stub sent!” confirmation appears and the dialog closes.

Note

The pay stub is rendered from the original statement, payroll, bank, and payroll type, and reflects whether accruals are shown on the pay stub for that payroll type. The email is sent from notifications@servisuite.com.

7. Manage Employees

Navigate to Payroll → Manage Employees to create, edit, and manage employee records.

Employee List

Column	Description
ID	System-assigned employee identifier
Name	Employee full name
Pay Type	Hourly, Salary, or Commission
Pay Method	Check or Direct Deposit
Status	Active or Terminated

Use the search bar to filter by name or Employee ID. An Active Only toggle limits the list to active employees.

Create / Edit Employee

Upper Tabs

General Tab

Field	Required	Description
Employee ID	No (create) / Yes (edit)	Human-readable ID (max 50 characters)
First Name	Yes	Employee first name
Middle Initial	No	Middle initial
Last Name	Yes	Employee last name
Address	Yes	Street address
Apartment Number	No	Suite or unit (field is labeled “Apartment Number”)
City	Yes	City
State	Yes	State (dropdown)
Zip	Yes	Postal code (field is labeled “Zip”)
Cell Phone	Yes	Primary mobile phone
Home Phone	No	Home phone number
Department	No	The employee’s organizational department — used as a filter in payroll and timesheet reports
Divisions	No	Payroll divisions this employee is assigned to (multi-select); managed on the employee View screen
Notes	No	Free-text notes (multi-line)

Tax Info Tab

Field	Required	Description
Social Security Number	Yes	SSN in masked format
Birth Date	Yes	Must be in the past
Tax State	Yes	State used for tax withholding
Marital Status	Yes	Single, Married, or Head of Household
Sex	Yes	Male or Female
Exemptions	No	Number of tax exemptions
Wage Garnishment Limit (%)	No	Maximum garnishable percentage of pay (edit only)
Use Post 2020 W4?	No	Checkbox — uses the updated W4 withholding method
Box 2(c)	No	Checkbox — W4 multiple-jobs / spouse-works indicator (labeled “Box 2(c)”); enabled only when Use Post 2020 W4? is checked
Dependents Credit	No	Dependent tax credit amount
Other Income	No	Additional income for withholding purposes
Other Deductions	No	Additional deductions for withholding
Non-Resident Alien	No	Checkbox — applies NRA tax rules
Workers Comp Code	No	Workers compensation classification code

Notes Tab

Free-text notes field for general employee notes.

Custom Fields Tab

Organization-specific custom data fields.

Lower Tabs

Tab	Description
Accruals	Accrual balances — type, effective date, expiration date, balance. Add/edit/delete entries.
Attachments	Uploaded documents (W2s, tax forms, etc.)
Deduction Types	Employee-specific deduction configuration — deduction type, amount/percent, target amount, and minimum/maximum amounts (no effective date)
Direct Deposit Splits	Bank account routing for split direct deposits — percentage or flat amount per account
Earning Types	Earning types available to this employee, each with an optional GL account override (Earning GL Override). No per-employee rate override or effective dates.
Email Addresses	Multiple email addresses — primary and secondary designations
Employment History	Hire, rehire, and termination event history with dates and notes
Pay Rates	Historical pay rates with effective dates and hourly/salary indicator
Payroll History	Past payroll statements — check dates, gross/net pay, YTD totals

Payroll History Tab

The Payroll History tab lists an employee’s past payroll statements from processed payroll runs. Each row is a single statement and can be expanded to show its earnings and deductions detail.

Filters

Filter	Description
Start Date	Includes only statements whose check date is on or after this date
End Date	Includes only statements whose check date is on or before this date
Earning Type	Includes only statements that contain at least one earning of the selected earning type. The list shows non-archived earning types.

Set any combination of filters and click Search to reload the grid. The history loads automatically when you first open the tab. Only statements from payroll runs that have been processed are shown.

Columns

Column	Description
Check Date	The check date of the payroll run
Check Number	The statement’s check number
Hours	Total hours-based earning hours on the statement
Gross Pay	Gross pay for the statement
Deductions	Total employee (non-employer) deductions
Net Pay	Net pay for the statement
Direct Deposit	Indicates whether the statement was paid by direct deposit

A footer row aggregates the sum of Hours, Gross Pay, Deductions, and Net Pay across the displayed rows. The grid is sorted by check date with the most recent statement first.

Show / Hide Void

By default, voided statements are hidden. The eye icon in the header of the rightmost (action) column toggles between Show Void and Hide Void. When voided statements are shown, each voided row displays a red Void chip in place of its row actions.

Row Actions

For statements that are not voided, the action column provides:

Action	Description
Email Pay Stub	Opens the Email Pay Stub dialog to send the statement’s pay stub to an email address, with an optional Subject and Body
Void Payroll Statement	Voids the statement after confirmation

Caution

The Void Payroll Statement action requires the voidPayrollCheck permission. Without it, the void button is disabled.

Earnings and Deductions Detail

Click the expand toggle on a row to open a detail panel showing two grids for that statement:

Grid	Columns
Earnings	Earnings (earning type name), Rate, Hours, Amount
Deductions	Deductions (deduction type name), Amount

In the Hours column, hours are shown only for earning types whose type is Hours. The Deductions grid lists employee deductions only; employer deductions are not shown.

Employee Actions

Action	Description
Audit Employee	Opens the employee’s audit (change) history — see Audit Employee below
Terminate Employee	Opens a dialog requiring an Effective Date (must be on or after the latest hire/rehire date) and optional Note
Rehire Employee	Reactivates a terminated employee — requires an Effective Date and optional Note. Creates a new employment history record.
Add Pay Rate	Creates a new pay rate entry — requires Effective Date and Pay Amount (must be > 0), plus Hourly/Salary indicator
Add Accrual	Adds an accrual balance — requires Accrual Type, Effective Date, and Amount; optional Expiration Date and Note

Rehire Employee

Rehiring reactivates a terminated employee and creates a new employment history record.

Rehire Dialog

Field	Required	Description
Effective Date	Yes	The rehire date. Defaults to today.
Note	No	Optional note documenting the reason for rehire.

On submission, the system:

1. Creates a new employment record with the effective date as the start date and no end date.
2. Updates the employee’s status from Terminated to Active.
3. The employee becomes available for payroll processing and timesheet entry.

The Rehire Employee action appears only when the employee’s status is Terminated. The employee’s full employment history (hire, termination, and rehire events) is preserved on the Employment History tab.

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Audit Employee

The Audit Employee action opens a read-only change history for the employee record, showing each recorded change along with when it happened and which user made it.

Navigation: Payroll → Manage Employees, open the Actions menu on an employee, then choose Audit Employee.

Date Range Filter

The screen loads with a date range and lists only the audit activity within it. By default the range spans the previous month through today. Adjust the range and select Search to reload.

Field	Description
Start Date/Time	Beginning of the audit range. Defaults to one month before today.
End Date/Time	End of the audit range. Defaults to today.

Transaction List

Each row is one recorded change transaction:

Column	Description
Timestamp	Date and time the change was recorded
User	The user who made the change
Description	A summary of what the transaction did

Expand a row to see the individual field changes within that transaction. Each change shows a Description, the Old Value, and the New Value. Empty values are shown as (empty). Old values are highlighted in red and new values in green.

8. Timesheet Entry

Navigate to Payroll → Manage Timesheets to record and manage employee time.

List Screen

Controls

Control	Description
Payroll	Select the payroll period to view timesheets for
Start / End / Check Date	Read-only — derived from the selected payroll
Division Filter	Filter timesheets by division
Only Unapproved	Toggle to show only unapproved timesheets

Tabs

Tab	Description
Timesheets	Grouped list of timesheets by employee
Un-Imported Entries	Individual time-entry records not yet imported into a timesheet

Timesheets Tab Columns

Column	Description
Approved	Checkbox to approve/unapprove the timesheet
ID	Employee ID
Employee Name	Employee the timesheet belongs to
Timesheet Start	Earliest entry date in the timesheet
Timesheet End	Latest entry date in the timesheet
(per pay/earning type)	Dynamic columns showing hours or amounts for each timesheet entry type
Total Hours	Total hours in the timesheet
(actions)	Edit and Delete the timesheet

Time Entries Tab Columns

Column	Description
Entry Date	Date of the time entry
Employee Name	Employee who worked
Pay Type	Timesheet entry type classification
Time On	Clock-in time
Time Off	Clock-out time
Hours	Calculated hours
Rate	Pay rate (visible with the payrollShowRates permission)
Amount	Dollar cost — for Hours-type entries it requires the payrollShowRates permission; for Amount-type entries it requires the payrollShowAmounts permission
Source	Where the entry originated
Memo	Free-text notes on the entry

Actions

Action	Description
New Timesheet	Open a new timesheet for an employee and period (Timesheets tab)
Auto-Import	Automatically pull in matching un-imported time entries (Un-Imported Entries tab)
Import Selected	Import the currently selected un-imported entries (Un-Imported Entries tab)
Process Timesheets	Push approved time into the payroll statements; available only when enabled in Payroll Settings
Timesheet Summary	Open the timesheet summary report
Timesheet Summary by Job	Open the timesheet summary report grouped by job (PDF/Excel)

Editing and deleting a timesheet are per-row icon actions in the timesheets grid, and approval is the per-row Approved checkbox — not top-level menu actions.

Un-Imported Entries: Auto-Import and Import Selected

The Un-Imported Entries tab lists individual time-entry records that are not yet attached to any timesheet. While this tab is active, the Actions menu replaces New Timesheet with two import actions — Auto-Import and Import Selected — that pull these loose entries into timesheets for the selected payroll.

Both actions attach entries to each employee’s existing timesheet for the selected payroll, or create a new timesheet for that employee if one does not yet exist. Any timesheet that receives entries is reset to unapproved and unsynced, so it must be re-approved before it is processed.

Caution

Both import actions act on the selected payroll shown in the Payroll picker at the top of the screen. Imported entries are placed in that payroll, so confirm the correct payroll is selected before importing.

Auto-Import

Auto-Import opens the Entries for Auto-Import dialog, which previews every un-imported entry that qualifies for the selected payroll before anything is changed. The dialog title shows the selected payroll’s date range.

An entry appears in the preview when all of the following are true:

• It is not yet attached to a timesheet.
• Its date falls within the selected payroll’s start and end dates.
• It belongs to an employee you are allowed to manage.
• It is not a time-clock entry that still requires a clock-out — that is, time-clock entries whose pay type requires a Time Off value are excluded until that value is filled in.

The preview grid shows these columns:

Column	Description
Date	Date of the entry
Name	Employee, shown as “Last, First”
Pay Type	The entry’s timesheet entry type
Time On	Clock-in time
Time Off	Clock-out time
Hours	Calculated hours
Rate	Pay rate (visible with the payrollShowRates permission)
Amount	Dollar amount — for Hours-type entries it requires the payrollShowRates permission; for Amount-type entries it requires the payrollShowAmounts permission
Source	Where the entry originated
Memo	Free-text notes on the entry

1. On the Un-Imported Entries tab, open Actions and choose Auto-Import.
2. Review the entries listed in the Entries for Auto-Import dialog.
3. Choose Continue Import to import every previewed entry, or Cancel to close without importing. Continue Import is disabled when there are no qualifying entries.

Import Selected

Import Selected imports only the entries whose checkboxes you have selected in the Un-Imported Entries grid, regardless of their dates. If no entries are selected, the action does nothing.

1. On the Un-Imported Entries tab, select the checkbox on each entry you want to import.
2. Open Actions and choose Import Selected.
3. If any selected entry’s date falls outside the selected payroll’s start/end dates, confirm the Entries Outside of Selected Payroll dialog (see below). Otherwise the selected entries are imported immediately.

After a successful import, the imported rows leave the Un-Imported Entries list and the selection is cleared.

Entries Outside of Selected Payroll

When you use Import Selected and one or more selected entries have a date before the selected payroll’s start date or after its end date, an Entries Outside of Selected Payroll warning dialog appears before the import completes. The dialog shows the selected payroll’s date range and a warning that these entries are outside the payroll dates and will be imported into the selected payroll anyway. It lists the out-of-range entries in the same columns as the Auto-Import preview.

Choose Continue Import to import the selected entries — including the out-of-range ones — into the selected payroll, or Cancel to back out without importing.

Process Timesheets

Navigation: Go to Payroll → Manage Timesheets, select a payroll in the Payroll control, then open the Actions menu and choose Process Timesheets.

The Process Timesheets action is shown in the Actions menu only when Process Timesheets Enabled is turned on in Payroll Settings. When it is not enabled, the action does not appear. The menu item is disabled until a payroll is selected.

Selecting the action opens a Process Timesheets confirmation dialog asking “Are you sure you want to process the timesheets?”. Click Confirm to run the process, or close the dialog to cancel.

When confirmed, the system processes the selected payroll’s timesheet entries:

1. Each timesheet entry whose entry type is set to post to the general ledger is posted, creating the corresponding ledger documents and ledger lines (debit and credit) for the time amount, plus job-cost overhead postings where the entry is tied to a job.

2. For entries tied to a job, a job cost entry is recorded, splitting the time into regular, overtime, and double-time hours according to the entry type.

3. The payroll is marked as processed.

4. The payroll is cleared from the Payroll selector for users who had it selected, so it no longer appears as the active in-progress payroll.

On success, a “Timesheets Processed” confirmation appears and the payroll list refreshes.

Caution

Process Timesheets will not run in two cases. If any timesheet in the payroll is not approved, processing is blocked with the message “Not all timesheets have been approved.” — approve all timesheets first (see the per-row Approved checkbox). If the payroll has already been processed, processing is blocked with the message “This payroll has already been processed. Please refresh.” Processing is a one-time action per payroll.

Timesheet Summary by Job Report

Navigation: Payroll → Manage Timesheets → Actions → Timesheet Summary by Job

This action opens the Timesheet Summary by Job Report dialog, which produces a report of timesheet entries for the selected payroll grouped by job. It is distinct from the Timesheet Summary report: rather than recapping hours by employee, it lists each timesheet entry under its job and subtotals hours (and amounts, where permitted) per job.

The report is scoped to the currently selected payroll and includes all timesheet statuses (approved and unapproved).

Output Options

Button	Description
Export PDF	Generate and open the report as a PDF
Export Excel	Download the report as an .xlsx file
Close	Dismiss the dialog without generating a report

Columns

Column	Description
Job	Job (Job Costing) the entry is assigned to; entries are grouped under this value
Department	Employee’s department (included in the Excel export only)
Approved	Whether the timesheet is approved
Date	Date of the time entry
Name	Employee name (last, first)
Type	Timesheet entry type
Job Category	Job cost category for the entry
Time On	Clock-in time
Time Off	Clock-out time
Hours	Hours on the entry; subtotaled per job
Rate	Pay rate (shown only with the payrollShowRates permission)
Amount	Dollar amount; subtotaled per job (shown only with the payrollShowAmounts permission)
Notes	Notes on the timesheet entry

Rows are ordered by job, then date, then employee name, and each job group shows a subtotal of Hours (and Amount, when shown).

Note

The Rate and Amount columns appear only for users who hold the payrollShowRates and payrollShowAmounts permissions respectively. Without them, the report omits those columns.

Timesheet Warnings

On the Timesheets tab, individual timesheet rows can display warning icons that flag problems with the time covered by that timesheet. These warnings are advisory: they appear next to the affected employee’s name and are driven by the timesheet’s entry dates compared against the selected payroll period.

Warning	Meaning
Timesheet contains dates outside of payroll range	The timesheet’s earliest entry falls before the payroll’s Start Date, and/or its latest entry falls after the payroll’s End Date.
This timesheet is invalid	The timesheet has an overtime-eligible entry that is missing required overtime date information, so it cannot be approved as-is.

When a timesheet is flagged as invalid, its Approved checkbox is disabled and the timesheet cannot be approved until the underlying entry is corrected. The out-of-range warning does not block approval — it only highlights that some entry dates lie outside the selected payroll period.

The “dates outside of payroll range” warning is determined by comparing each timesheet’s Timesheet Start and Timesheet End values against the selected payroll’s Start Date and End Date, so reviewing those columns alongside the warning icon shows which dates are out of range.

Timesheet Detail Screen

Opening a timesheet shows the header (employee, period, approval status) and a grid of time entries.

Time Entry Fields

Field	Required	Description
Date	Yes	Date of the entry
Pay Type	Yes	Classification for this entry
Time On	Conditional	Clock-in time (required for timed entry types)
Time Off	Conditional	Clock-out time (required for timed entry types)
Job	No	Job Costing job to assign this time to
Work Order	No	Work order to assign this time to
Appointment	No	Service appointment associated with this entry
Job Category	No	Cost category for job costing
Amount	No	Dollar amount (for reimbursement entry types)
Memo	No	Free-text notes

Per-Entry Actions

Each time entry row on the Timesheet Detail Screen has its own set of icon actions on the right side of the row, separate from the timesheet-level actions below.

Action	Description
Unlink from timesheet and move to un-imported	Marks the entry to be removed from this timesheet. The entry’s editable fields (date, pay type, times, job, hours, rate, amount, memo) are disabled while it is marked for unlinking.
Link back to timesheet	Shown in place of the unlink action once an entry has been marked to unlink; clears the mark and re-enables the entry’s fields so it stays on the timesheet.
Overtime Date Range	Opens the overtime date-range dialog for the entry. This action is available only for entries whose pay type is configured to compute FLSA overtime, and is disabled while the entry is marked for unlinking.
Delete timesheet entry	Removes the entry from the timesheet entirely.

1. On the Timesheet Detail Screen, find the entry you want to move and select Unlink from timesheet and move to un-imported. The entry’s fields become disabled to indicate it is marked for removal.
2. If you change your mind before saving, select Link back to timesheet on the same row to restore the entry.
3. Select Save. Each unlinked entry is detached from this timesheet and returned to the un-imported pool, where it can be imported into another timesheet via Auto-Import or Import Selected on the Un-Imported Entries tab.

Caution

Unlinking is not applied until you select Save. Unlinking moves the entry back to the un-imported pool rather than deleting it — use Delete timesheet entry if you want to remove the entry instead of returning it to the pool.

Timesheet-Level Actions

• Approved checkbox — Toggle the timesheet’s approval status (available on the timesheet detail screen and in the timesheets list)
• Delete — Remove the timesheet from the timesheets list
• Process Timesheets — A list-level action (not a per-timesheet button) that pushes approved time into the payroll statements; available when enabled in Payroll Settings

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9. Employee Portal

Open Employee Portal from the standalone item in the main sidebar (it is not nested under Payroll) for self-service access to pay history and accrual information. The portal is unlocked by SSN verification and is accessible without administrator credentials.

Sections

Employee Information

• Employee ID, full name, start (hire) date, and tenure
• Pay rate and pay type (Hourly or Salary)
• Contact information (address, home/cell phone, email)

Summary Cards

Four stat cards at the top of the portal:

• Last Paycheck Net Pay — net pay of the most recent paycheck, with a subtitle of either “Direct Deposit” or the check number
• YTD Gross — year-to-date gross pay, with the number of pay periods
• YTD Deductions — total year-to-date taxes and benefits withheld
• YTD Net Pay — year-to-date take-home pay

YTD Charts

• Pay History (Last 12 Periods) — a bar chart comparing Gross Pay and Net Pay for each of the last 12 pay periods
• YTD Deductions Breakdown — a donut chart showing year-to-date deductions by type

Pay Statements Table

Column	Description
Check Date	Date of the paycheck
Check #	Check number, or “DD” for direct deposit
Type	”Check” or “Direct Dep.”
Gross Pay	Total before deductions
Deductions	Total deductions withheld
Reimbursement	Reimbursed amount (hidden on mobile)
Net Pay	Take-home amount
Actions	View the full statement detail

Use the View Details action (or expand the row) to open the full statement detail, which shows the earnings and deductions breakdown for that pay period.

Active Deductions

Lists each active deduction for the employee, showing its name and code, the amount or percentage withheld, any configured Target / Min / Max goal amounts, and a Pre-tax indicator where applicable. The portal does not display accrual balances.

Privacy Toggle

Employees can toggle the visibility of dollar amounts and sensitive information for privacy when viewing on shared screens.

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Accessing the Portal

The Employee Portal can be reached two ways. Both load the same self-service screen.

• From the main sidebar — Open Employee Portal from the standalone item in the main sidebar. When opened this way as a signed-in organization user, the portal loads the data for the employee linked to your own user account.
• From a token link — The portal can also be opened from a link that carries an access token in its web address (a token value in the URL query string). When a token is present, the portal loads the data for the employee that the token identifies, then immediately rewrites the address bar to /employeePortal so the token is not left visible in the URL. Access tokens are time-limited and expire 5 minutes after they are generated, so a link must be used promptly.

Identity Verification (Unlock Screen)

However the portal is opened, it always opens locked. Before any pay or personal information is shown, you are presented with an Employee Portal unlock screen that reads “Please verify your identity to access your information.”

Field	Required	Description
Social Security Number	Yes	Your 9-digit Social Security Number. The field accepts up to 11 characters and auto-formats your entry as XXX-XX-XXXX while you type. The value is masked as you enter it.

1. On the unlock screen, type your full Social Security Number into the Social Security Number field. Dashes are added automatically; you may type digits only.

2. Select Unlock Portal.

3. If the number you entered matches the Social Security Number on your employee record (compared as digits only, ignoring formatting), the portal unlocks and your information is displayed.

4. If the number does not match, an “Invalid Social Security Number” message is shown, the field is briefly highlighted in red, and the portal stays locked. Re-enter the number to try again.

Note: Verification is performed against the Social Security Number stored on your employee record, so that number must be on file for the unlock to succeed. The portal does not offer an alternative verification method if the Social Security Number cannot be matched.

10. Employee Time Clock

Navigation: Account/avatar menu (top bar) → Time Clock

The Employee Time Clock provides a browser-based clock-in/clock-out interface for employees. It is opened from the user account (avatar) menu in the top bar rather than from a Payroll menu item, and the menu option is available only to users granted time clock access. It can also be accessed from the mobile app when Mobile Time Clock Enabled is turned on in Payroll Settings.

Clock Display

The time clock screen displays:

• An analog clock showing the current time
• The current date and digital time (updated every second)
• A Privacy Mode toggle to hide rates and dollar amounts on shared screens

Clock In / Clock Out

Control	Description
Pay Type	Select the timesheet entry type for this clock-in session (e.g., Regular, Overtime)
Clock In	Creates a new timesheet entry with the current timestamp as the Time On. Disabled if already clocked in.
Clock Out	Updates the current open entry with the current timestamp as Time Off and calculates hours worked. Disabled if not clocked in.

When clocking in or out, the system captures geolocation data (latitude, longitude, IP address) for audit purposes.

Time Entry Grid

Below the clock controls, a grid shows the employee’s recent time entries:

Column	Description
Date	Entry date
Pay Type	Timesheet entry type
Time On	Clock-in timestamp
Time Off	Clock-out timestamp
Hours	Calculated duration (4 decimal places)
Rate	Pay rate (hidden in privacy mode)
Amount	Dollar amount (hidden in privacy mode)
Source	”Desktop Time Clock” for clock punches
Notes	Optional notes

Manual Entry

Employees can also create manual time entries (for historical or offline hours) by clicking Add Entry, which opens the Create Timesheet Entry dialog.

At the top of the dialog, a Hide Rates and Amounts toggle controls whether the Rate and Amount fields are shown. It is turned on by default, so rate and amount fields are hidden until you turn it off.

Field	Required	Description
Pay Type	Yes	Timesheet entry type for the entry. Its configuration determines which other fields are enabled and required.
Date	Yes	Date of the entry
Time On	Conditional	Clock-in time. Enabled and used only for hours-based pay types.
Time Off	Conditional	Clock-out time. Enabled and used only for hours-based pay types.
Hours	Conditional	Duration in hours (4 decimal places). Calculated automatically from Time On and Time Off, and editable, for hours-based pay types.
Rate	No	Pay rate (read-only; shown only when Hide Rates and Amounts is off)
Amount	Conditional	Dollar amount. Enabled for amount-based pay types; shown only when Hide Rates and Amounts is off.
Job	Conditional	Job Costing job to allocate time to. Enabled and required only when the selected pay type is linked to a job.
Job Cost Category	Conditional	Cost category for job costing. Enabled and required only when the selected pay type is linked to a job.
Work Order	Conditional	Work order to assign time to. Enabled and required only when the selected pay type is linked to a work order.
Appointment	Conditional	Appointment on the selected work order. Enabled and required only when the selected pay type is linked to a work order. The appointment list is populated from the chosen work order.
Notes	No	Free-text notes

Whether the Job, Work Order, and Appointment fields apply is driven by the selected Pay Type. Choosing a different pay type clears any values for fields that no longer apply.

To link a manual entry to a work order appointment:

1. Click Add Entry to open the Create Timesheet Entry dialog.

2. Select a Pay Type that is linked to a work order. This enables (and requires) the Work Order and Appointment fields.

3. Select the Work Order. The Appointment list is then loaded from that work order.

4. Select the Appointment for the work order.

5. Fill in the remaining required fields and click Create.

Note

Job-linked and work-order-linked pay types are mutually exclusive in this dialog: a pay type either enables the Job and Job Cost Category fields or the Work Order and Appointment fields, depending on how the pay type is configured.

Rate Calculation

Hours are multiplied by the employee’s pay rate, adjusted for the pay type’s rate multiple (e.g., 1.5× for overtime) or rate override if configured.

Unimported Hours

A counter displays total hours not yet linked to an approved timesheet, helping employees and managers track pending time.

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11. Settings

Navigate to Payroll → Settings to configure system-wide payroll options and reference data.

Main Settings

Field	Required	Description
Employer FICA Expense Ledger	Yes	GL account for the employer’s FICA contributions
Payroll Payable Ledger	Yes	GL account for accrued payroll liabilities
Work Order Travel Timesheet Entry Type	Yes	Timesheet entry type used for work order travel time
Work Order Site Timesheet Entry Type	Yes	Timesheet entry type used for work order site time
Default Bank	No	Default bank for payroll disbursement
Check Printer	No	Printer configuration for check printing
Payroll Email	No	Email address for payroll-related notifications

Time Clock Options

Setting	Description
Desktop Time Clock Enabled	Enables the browser-based time clock for employees
Mobile Time Clock Enabled	Enables the mobile app time clock
Sync Mobile Work Order Time to Payroll	Automatically syncs mobile work order time to payroll
Hide Sensitive Information on Time Clocks	Hides sensitive information on the time clock display

Processing Options

Setting	Description
Compute FLSA Overtime Hours	Enables automatic FLSA overtime calculation
Process Timesheets Enabled	Enables the timesheet-to-payroll sync workflow

Reference Data Tabs

Accrual Types

Define the types of accruals employees can accumulate (e.g., Vacation, Sick, PTO):

Field	Required	Description
Name	Yes	Display name for the accrual type (must be unique across accrual types)
Earning Types	No	The earning types whose hours/amounts contribute to this accrual (multi-select)

Deduction Types

Define payroll deduction categories (e.g., Health Insurance, 401k, Garnishment):

Field	Required	Description
Code	Yes	Unique code (must be unique across all deduction types)
Name	Yes	Display name
Default Ledger Account	Yes	GL account for posting this deduction
Is Pre-Tax	No	Whether the deduction reduces taxable income
Is FICA Exempt	No	Whether the deduction is exempt from FICA
Treat Amounts as Percentages	No	Whether the amount is calculated as a percentage
Is Non Disposable (for Wage Garnishment)	No	Whether the deduction is treated as non-disposable income (used for wage garnishment)

Earning Types

Define earning categories (e.g., Regular, Overtime, Holiday, Commission):

Field	Required	Description
Code	Yes	Unique code
Name	Yes	Display name
Type	Yes	Amount or Hours
Default Ledger Account	Yes	GL account for posting earnings
Rate Override	No	Fixed rate to apply instead of employee pay rate
Rate Multiple	No	Multiplier applied to the employee’s pay rate
Is Taxable	No	Whether the earning is subject to tax
Is Reimbursement	No	Whether the earning is a non-wage reimbursement
Compute FLSA Overtime	No	Whether to include this earning in FLSA overtime calculation
Is Overtime Exempt	No	Whether this earning is exempt from overtime rules

Timesheet Entry Types

Configure the entry classifications available in timesheets. Each type maps to an earning type and can have default cost center and export settings.

Payroll Divisions

Define organizational divisions for grouping employees and filtering timesheets:

Field	Required	Description
Name	Yes	Division name (must be unique across payroll divisions)
Managed By	No	Other divisions that manage this division
Manages	No	Divisions this division manages
Manages All Employees	No	When checked, this division manages every employee

Payroll Types

Define payroll templates that control which earning types are included, which deductions are excluded, and which employees are assigned:

Field	Required	Description
Name	Yes	Template name
Description	Yes	Description
Default Earning Types	No	Earning types automatically included when running this payroll
Excluded Deduction Types	No	Deductions skipped when running this payroll
Assigned Employees	No	Employees attached to this payroll template
Include All Active Employees	No	Automatically include all active employees instead of attaching them individually (disables the Employees picker when on)
Disable All Non-Tax Deductions	No	Skip non-tax deductions during this payroll run
Show Payroll Accruals on Pay Stub	No	Display accrual balances on printed pay stubs

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12. Permissions

Permission	Description
View Payroll	View payroll periods and statements
Create Payroll	Create new payroll periods
Edit Payroll	Modify payroll settings and select bank
Delete Payroll	Delete payroll records
View Employee	View employee records
Create Employee	Create new employees
Edit Employee	Edit employee information
Delete Employee	Remove employee records
Compute Payroll	Compute payroll and view, create, and edit statement earnings, deductions, and amounts
Manage Timesheets	Create, view, edit, and delete timesheets and their time entries, and access the timesheet management screens
View Payroll Settings	View Payroll Settings (read-only)
Edit Payroll Settings	Access and modify Payroll Settings
Payroll Show Amounts	View dollar amounts in timesheets and timesheet reports; users without this permission see hours but not costs
Void Payroll Check	Void a payroll check and create reversing GL entries
Employee Time Clock	Access the employee time clock for clock-in/clock-out
Edit Time Clock Entry	Edit existing time clock entries

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13. Worked Examples

Example 1: Full Bi-Weekly Payroll Cycle

Scenario: Pat (HR Manager) processes the bi-weekly payroll for 15 employees at Precision Mechanical. The period is 02/03/2026–02/14/2026 with a check date of 02/21/2026.

Step 1 — Sync timesheets:

1. Navigate to Payroll → Compute Payroll.
2. Select Payroll = Bi-Weekly 02/03–02/14, Bank = First National.
3. Click Sync Timesheets. The system imports approved timesheet entries into each employee’s statement.
4. 15 statements appear. Toggle Only Unapproved to review any issues.

Step 2 — Review a statement (Mike Torres):

1. Click Mike Torres’s row to open his statement.

2. Earnings:

   Code	Type	Hours	Rate	Amount
   REG	Regular	72.00	$30.00	$2,160.00
   OT	Overtime	8.00	$45.00	$360.00
   	Gross Pay			$2,520.00

3. Deductions:

   Code	Type	Amount
   FED	Federal Withholding	$378.00
   FICA	Employee FICA	$192.78
   HLTH	Health Insurance	$125.00
   401K	401(k) Contribution	$126.00
   	Total Deductions	$821.78

4. Net Pay: $1,698.22 — Payment Method: Direct Deposit.

5. Click Approve.

Step 3 — Approve and run:

1. Back on Compute Payroll, click Approve Entire Payroll for the remaining 14 statements.
2. Click Run.
3. The Check Issues dialog appears only when there are validation issues. Dave Chen has no direct deposit configured, but that is not flagged — an employee without direct deposit is simply paid by a printed check — so no issues appear and the run continues. (When issues exist, fatal ones such as a direct-deposit/bank misconfiguration must be fixed first, while non-fatal ones such as a negative accrual balance can be bypassed with Run Anyways.)
4. Enter payroll message: “Direct deposit will be available 02/21. Office closed 02/17 for Presidents’ Day.”
5. Click Run Payroll.

Step 4 — Complete payroll:

1. Payroll Complete screen shows:
   • Check Date, GL Date, and Pay Period
   • Total Direct Deposit Amount: $24,320.80
   • Total Check Amount: $1,845.50
2. Click Download ACH File → submit to bank.
3. Click Email Direct Deposit Stubs → all 14 DD employees receive pay stubs.
4. Click Print Checks → Dave Chen’s check prints.

GL posting (summary):

Account	Debit	Credit
Wages Expense (configured)	$35,400.00
Employer FICA (configured)	$2,708.10
Cash (configured)		$26,166.30
Federal Tax Payable (configured)		$8,850.00
Accrued Liabilities (configured)		$3,091.80

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Example 2: Timesheet with Job Allocation

Scenario: Mike Torres works 40 hours during the pay period, split between two jobs. His timesheet entries feed both payroll and job costing.

Timesheet entries for the week of 02/03–02/07:

Date	Entry Type	Time On	Time Off	Hours	Job	Job Cost Category
02/03	Site Work	7:00 AM	3:30 PM	8.0	J-1050	Ductwork
02/04	Site Work	7:00 AM	3:30 PM	8.0	J-1050	Ductwork
02/05	Site Work	7:00 AM	3:30 PM	8.0	J-1050	Ductwork
02/06	Site Work	7:00 AM	3:30 PM	8.0	J-1062	Piping
02/07	Site Work	7:00 AM	3:30 PM	8.0	J-1062	Piping

Result after sync to payroll:

• Mike’s payroll statement: 40 regular hours × $30/hr = $1,200.00 for this week
• Job J-1050 receives: 24 hours × $30/hr = $720.00 labor cost (Ductwork category)
• Job J-1062 receives: 16 hours × $30/hr = $480.00 labor cost (Piping category)

Both jobs show the labor expense on their Actual vs. Estimate dashboards immediately after payroll posts.

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Example 3: Employee Termination and Final Pay

Scenario: Dave Chen is terminated effective 02/14/2026. Pat processes his final paycheck including unused PTO payout.

Step 1 — Terminate the employee:

1. Navigate to Payroll → Manage Employees and open Dave Chen’s record.
2. Click Actions → Terminate Employee.
3. Effective Date = 02/14/2026, Note = “Voluntary resignation — accepted position elsewhere.”
4. Click Terminate. Dave’s status changes from Active to Terminated.

Step 2 — Review accruals:

1. On the Accruals tab, Dave has:

   Accrual Type	Balance
   PTO	32.0 hours
   Sick	16.0 hours (not paid out per policy)

Step 3 — Process final payroll statement:

1. Navigate to Compute Payroll for the current period.
2. Dave’s statement includes:
   • Regular: 72 hours × $28/hr = $2,016.00 (hours worked through 02/14)
   • PTO Payout: 32 hours × $28/hr = $896.00
   • Gross Pay: $2,912.00
3. Standard deductions apply. Net Pay = $1,845.50.
4. Payment Method: Check (Dave has no direct deposit).
5. Approve the statement.

Step 4 — Run and print:

1. After running payroll, Dave’s check is printed.
2. His PTO accrual balance is now 0.0 hours.
3. His Employment History tab shows: “Terminated 02/14/2026 — Voluntary resignation.”

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14. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

• BR-PAY-C1: Approved Before Sync — Timesheets must be approved before they can be synced to payroll statements.
• BR-PAY-C2: Approved Before Run — Payroll statements must be approved before the payroll run can execute.
• BR-PAY-C3: Termination Date Floor — Termination effective date must be on or after the employee’s latest hire/rehire date.
• BR-PAY-C4: Overshot Deduction Check — Deductions exceeding the allowed maximum or available net pay are flagged; the Overshot Deductions Dialog offers auto-adjust or manual fix.
• BR-PAY-C5: Delete Payroll Lock — A payroll that has already been processed cannot be deleted. Additionally, all associated timesheets must be unlinked before deletion is allowed.

Automations

• BR-PAY-A1: Timesheet Sync — The Sync Timesheets action pulls approved timesheet entries into payroll statements as earning lines.
• BR-PAY-A2: Rate Multiple — Earning types with rate multiples (e.g., 1.5× for overtime) auto-compute compensation from the base pay rate.
• BR-PAY-A3: FLSA Overtime — When enabled, the system auto-calculates overtime based on FLSA rules and configured earning type thresholds.
• BR-PAY-A4: GL Post on Run — Running payroll posts a balanced GL document per statement: each earning is credited to its configured earning GL account, each deduction is debited to its configured deduction GL account (with an extra expense-account debit for deduction types that carry an expense account), and net pay is credited to the payroll-accrual (clearing) account. For check (non-direct-deposit) statements, a paired accruals entry then debits the payroll-accrual account and credits the configured bank account.
• BR-PAY-A5: ACH File Generation — After running payroll, the Payroll Complete screen offers a Download ACH File action that generates an ACH file from the direct-deposit statements (with per-employee split instructions) for bank submission. The file is produced on download, not automatically during the run.

Workflows

• BR-PAY-W1: Payroll Cycle — Create Period → Enter/Sync Timesheets → Compute → Approve Statements → Run → Generate ACH/Checks.
• BR-PAY-W2: Employee Lifecycle — Hire → Active → Terminate → optionally Rehire. Terminating only end-dates the employment and flips status to Terminated; run any final pay (including PTO payout) as a normal payroll.
• BR-PAY-W3: Void Check Flow — Void creates reversing GL entries with negated amounts → Original check preserved with “Void” indicator → Employee’s payroll history shows both original and void entries.
• BR-PAY-W4: Rehire Flow — Rehire creates new employment record → Employee status returns to Active → Employee becomes available for payroll and timesheets → Full employment history preserved.

Cross-Module Effects

• BR-PAY-X1: Job-Allocated Labor — Timesheet entries allocated to jobs create labor cost entries in Job Costing at employee rate × hours.
• BR-PAY-X2: WO Time Sync — When enabled, mobile time clock entries on work orders auto-create timesheet entries for payroll.

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15. Troubleshooting / FAQ

Q: Timesheets won’t sync to payroll — nothing happens when I click Sync. Timesheets must be approved before they can be synced (BR-PAY-C1). Navigate to the timesheet screen and approve all pending timesheets for the current period, then retry the sync.

Q: The Run button is disabled — payroll won’t execute. All payroll statements must be approved before the payroll run (BR-PAY-C2). Use Approve Entire Payroll to approve all statements at once, or approve each individually. Check for any statements still in draft status.

Q: I can’t set the termination date — “date before hire date.” The termination effective date must be on or after the employee’s most recent hire or rehire date (BR-PAY-C3). Verify the employee’s hire date on their record and use a termination date that doesn’t precede it.

Q: The payroll run flags “overshot deductions” for an employee. A deduction amount exceeds the employee’s available net pay or the configured maximum (BR-PAY-C4). The Overshot Deductions Dialog offers two options: auto-adjust (reduce the deduction to fit) or manual fix (edit the statement to resolve the conflict).

Q: FLSA overtime isn’t calculating automatically. Ensure Compute FLSA Overtime Hours is enabled in Payroll Settings (BR-PAY-A3). Also check that the relevant earning types are marked as included in the overtime calculation. The system needs both the global setting and per-earning-type configuration.

Q: An employee’s hours appear in payroll but not on the linked job. Verify the timesheet entries have a Job and Job Cost Category filled in. Only entries with job allocation create labor cost entries in Job Costing (BR-PAY-X1). Entries without job allocation still flow to payroll but won’t appear in job costing.

Q: The ACH file is missing an employee’s direct deposit. Check the employee’s Direct Deposit tab for active split records. If no direct deposit is configured, the system prints a check instead. The payroll run warns about employees without direct deposit as a non-fatal issue.

Q: An accrual balance was unexpectedly zeroed out. If the accrual type has an expiration rule, balances past the expiration date are automatically zeroed. Review the accrual type’s expiration date settings and check the employee’s accrual history.

Q: How do I void a payroll check? Navigate to Payroll → Manage Employees, select the employee, open the Payroll History tab, and click the Void (cancel) icon button on the check’s row. Confirm when prompted. The system creates reversing GL entries dated to the original check date — the original check is not deleted but marked as voided (BR-PAY-W3). You need the voidPayrollCheck permission.

Q: I can’t delete a payroll — what are the prerequisites? The payroll must not have been processed (run), and there must be no timesheets still associated with it (BR-PAY-C5). If timesheets are linked, unlink or delete them first. If the payroll has been run, it cannot be deleted — consider voiding individual checks instead.

Q: How do I rehire a terminated employee? Navigate to Payroll → Manage Employees, open the terminated employee’s record, and click Actions → Rehire Employee. Enter the effective date and an optional note. The employee’s status changes to Active and they become available for payroll processing (BR-PAY-W4).

Q: Where is the employee time clock? Open the Time Clock from the account/avatar menu in the top bar (it is not a Payroll menu item). The time clock must be enabled in Payroll → Settings under Time Clock Options (Desktop Time Clock Enabled). For mobile access, enable Mobile Time Clock in the same settings area.

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16. Tips & Notes

• Sync Timesheets first: Before running payroll, use Sync Timesheets on the Compute Payroll screen to import approved timesheet entries into each employee’s statement. Entries that have not been approved in the timesheet screen will not sync.

• Approval workflow: Statements must be approved before payroll runs. Use Approve Entire Payroll to approve all at once, or approve individually. Run triggers a warning if unapproved statements remain.

• Overshot deductions: If a deduction amount exceeds the employee’s net pay or the configured maximum, the run process will flag it. You can auto-adjust the overage or resolve it manually by editing the statement.

• FLSA overtime: Enable Compute FLSA Overtime Hours in Settings to let the system automatically calculate overtime based on FLSA rules. Configure per earning type whether it is included in the overtime calculation.

• Direct deposit ACH: After running payroll, download the ACH file from the Previous Payrolls dialog or the Payroll Complete screen and upload it to your bank. The ACH file requires the correct bank routing configuration in Settings.

• Pay rate history: Adding a new pay rate on the Pay Rates tab takes effect from the specified effective date. The most recent effective date is the employee’s current rate — do not delete old entries as they are needed for historical payroll accuracy.

• Termination dates: The termination effective date must be on or after the employee’s most recent hire or rehire date. After termination, the employee no longer appears in active payroll processing.

• Accrual expirations: If an accrual type has an expiration rule, balances past the expiration date are automatically zeroed. Review accrual balances and expiration dates before year-end.

• Employee Portal access: The Employee Portal is self-service and does not require an admin login. Employees can view their pay history, accrual balances, and YTD charts without staff assistance.

• Show Payroll Amounts permission: Users without the Show Payroll Amounts permission will see timesheet hours but not dollar amounts. Grant this permission only to roles that need to view labor costs.

• Payroll Types templates: Using Payroll Types to create templates for different payroll runs (e.g., salaried vs. hourly, regular vs. supplemental) reduces manual setup each period by pre-configuring which earning types and deductions apply.

Rehiring an Employee

1. Navigate to Payroll → Manage Employees and search for the terminated employee.
2. Open their record and click Actions → Rehire Employee.
3. Enter the Effective Date (defaults to today) and an optional Note documenting the reason for rehire.
4. Click Submit. The employee’s status changes to Active and a new employment record is created.
5. The employee is now available for timesheet entry and payroll processing. Their full employment history (all hire/terminate/rehire events) is preserved on the Employment History tab.

Using the Employee Time Clock

1. Open the Time Clock from the account/avatar menu in the top bar (must be enabled in Payroll Settings).
2. Select a Pay Type from the dropdown (e.g., Regular, Overtime).
3. Click Clock In to start tracking time. The system records the current timestamp and geolocation.
4. When finished, click Clock Out. The system calculates hours worked and the dollar amount based on your pay rate and the pay type’s rate multiple.
5. Your time entries appear in the grid below. Use Privacy Mode to hide rates and amounts on shared screens.
6. To add historical or manual entries, click Add Entry and fill in the date, times, and optional job allocation.