What this does
Approving posts the pays to each employee's year to date and locks the run. A backup of the company file is taken first.
Steps
- On Review and approve, read the totals and the warnings.
- Choose Approve.
- Read the box "Approve this run?". It shows the number of pays and the net total, and tells you if employees have warnings.
- Confirm. The message says "Run approved".
What stops an approval
- A line is Not calculated. Fix it, take the employee out or use Hold.
- "Another run was approved since this one was calculated. Calculate again, then approve." This protects the year-to-date figures.
- Records on the run were changed on two computers and are held in conflict. Choose which version to keep first. See Conflicts: Keep mine or Keep theirs.
- "The licence does not allow new pay runs right now." See Licence banners and read-only mode.
- Your role does not allow it. Read-only users cannot approve.
After approval
- The run is locked. You cannot change hours or amounts.
- To fix a mistake, use Correct. See Correct a pay run.
- To take it back out, use Reverse. See Reverse a pay run.
- To record payment, go to the Pay step. See Pay the run and make stubs.
Good to know
- Approving does not move money. Payment is a separate step.
- Remittances are built from approved, paid and filed runs.
- Approving a final pay makes a Record of Employment draft.
- Approving posts vacation accrual and time taken to the time-off ledger.