Pay Runs

A pay run pays several locked tip sheets together, in one go. Instead of paying each venue's week from its own tip sheet, you gather the weeks into one pay run and do each job once: lock, make the bank files, email staff and mark everything paid.

Pay runs live in the admin view, under Pay Runs. They are usually run by the owner, payroll or finance, not the venue manager.

When to use one

Tip sheets always work week by week. A pay run changes how those weeks are paid, not how they're worked out.

Situation	What a pay run does	In the demo
Paying several venues together	One bank file for each account the money comes from, and one payout email per person	PR-008 pays seven venues' week in one go
Paying a dependent venue's share across	Each frontline venue's bank file also pays the dependent venue's share into its account	PR-004 moves $935.29 to Shared Services
Paying fortnightly or monthly	Two, four or more locked weeks paid as one payment	PR-004 pays three weeks of The Sippin' Snail at once

Paying several venues together

A group with five venues would otherwise download five bank files, upload five files to the bank and send five rounds of payout emails every week.

Put all five venues' locked weeks into one pay run. Tip Sheet makes one bank file for each account the money is paid from, however many venues share it. Venues that share a bank account share a file. Anyone who worked at more than one venue gets one payout email, with a single report covering every venue.

Paying a dependent venue's share across

A dependent venue, such as a shared kitchen or head office team, takes a share of each frontline venue's tips. That money sits in the frontline venues' accounts, so it has to be moved to wherever the dependent venue pays its staff from.

A pay run does this for you. Each frontline venue's bank file includes a payment into the dependent venue's account for the share it took, and the pay run shows every one of these on its Internal Transfers tab. See Payments to dependent venues.

Paying fortnightly or monthly

Tip Sheet works out tips a week at a time, and that doesn't change. If you pay staff every two weeks, or monthly, lock each week as usual, then gather the two or four locked weeks into one pay run. Staff get one payment and one email for the whole period.

This works for a single venue, and for several venues paid monthly together.

Paying one venue, weekly?

You don't need a pay run. Pay it straight from its tip sheet; see Pay tips out. A pay run only earns its keep when there's more than one week or venue to pay at the same time.

How a pay run works

1. Venue managers lock their weeks on each tip sheet, as they do now. See Lock, pay and unlock a week.
2. You create a pay run and add the locked weeks to it. See Create a pay run.
3. You pay it, following the four steps on its page: lock it, download the bank files (or push tips to payroll), email staff, mark it processed. See Pay a pay run.

Once a week is in a pay run, pay it there, not from its tip sheet. Tip Sheet warns anyone who tries to pay or email it from the tip sheet, because staff could be paid twice.

Statuses

Every pay run has one of four statuses.

Status	What it means	What you can do
Created	New and empty.	Add weeks, change its settings, or delete it.
Open	Has at least one week in it.	Add and remove weeks, then lock it.
Locked	Checked and fixed. Nothing can be added or removed.	Download the bank files or push tips to payroll, email staff, mark it processed.
Processed	Done. The money has gone.	Send the payout email, or revert it to Locked to correct something.

The Pay Runs list

Pay Runs in the admin view lists every pay run in the business, newest first.

A pay run still to finish says what comes next under its status. The names under Created are blurred.

• The figures at the top count the pay runs in the list. Total Tips Paid includes pay runs that are still in progress.
• Weeks counts the different weeks in a pay run, not the tip sheets. Seven venues' same week counts as one.
• Search by number, venue or person finds a pay run by its number, a venue in it, or who created it. Filters narrows the list by Venues, Status and Weeks (optional).
• The Export icon, at the right of the search, downloads the list as a spreadsheet.
• Click a row to open it.

Two buttons sit at the top right. Create Pay Run starts a new one; see Create a pay run. Email Template sets what staff see on the report a pay run's payout email links to; see Payout email and settings.

Inside a pay run

Open a pay run to see what it pays and how far it has got.

PR-008 pays seven venues' week together. Names and account numbers are blurred.

• Under the number is what it covers: how many venues and weeks, the dates, and who created it.
• Paying it lists the four steps, with who did each one and when. The next step has a box round it. See Pay a pay run.
• Options, at the top right, holds Pay Run Settings and Export Pay Run Details, and Delete Pay Run while the pay run is empty.
• The tabs underneath show the same money cut different ways. See Check what's in it.

What it pays sums it up:

Figure	What it is
Total Payments	Everything the bank files will pay: staff tips, plus any share moved across to a dependent venue.
Total Tips	What staff are owed across every week in the pay run.
To dependent venues	The shares moved across to dependent venues. See Payments to dependent venues.
Venues and Tip Periods	How many venues and how many different weeks it covers.
People	How many people it pays.
ABA Files Expected	How many bank files it will make: one for each account the money comes from.

If your business pays only through payroll, the card shows Total Tips and the counts, without the bank file figures.

Who can do what

Pay run permissions belong to the business, not to a venue.

Permission	Allows
View Pay Runs	See the list and every pay run, and export them.
Manage Pay Runs	Everything else: Create Pay Run, Email Template, adding and removing weeks (including Add to Pay Run on a tip sheet), and every step of paying it, and undoing each one. Without it, the steps show how far the pay run has got but have no buttons.

The Audit Trail tab also needs View audit trails. See What each permission controls.