Create a pay run

Creating a pay run takes three steps: create it, add the locked weeks, then check what it will pay. All of it happens in the admin view, except that a venue manager can also add their own week from the tip sheet.

Before you start

• Each week must be locked, and not yet marked paid. A paid week can't join a pay run. See Lock, pay and unlock a week.
• Check the Issues column on the Venue Status Report for the weeks you plan to pay. Missing bank details will stop you later, so fix them now. See Bank details.

Create the pay run

1. In the admin view, choose Pay Runs, then Create Pay Run at the top right.

2. Choose how strict this pay run should be. The three switches are on unless you've saved different answers before.

   

   Switch	Leave it on to	Turn it off to
   Allow multiple tip periods to be added	Pay more than one week, such as a fortnight or a month.	Make sure only one week can go in.
   Allow multiple venues to be added	Pay several venues together.	Keep the pay run to a single venue.
   Allow multiple venues with different remitter accounts	Pay venues whose tips come out of different bank accounts. You get one bank file per account.	Allow only venues that share one bank account, so you get a single file.

   The remitter account is the bank account a venue's tips are paid from, set in its venue profile.

3. Tick Remember these for future pay runs if you'll want the same answers next time.

4. Choose Create Pay Run.

The pay run opens straight away, numbered PR-001, PR-002 and so on, with the status Created. It says No weeks in it yet until you add some.

The pay run page has no button to add weeks. They're added from the tip sheet or the Venue Status Report, as below. Open the Venue Status Report, on the empty pay run, takes you there.

The switches are there to catch mistakes. If a week would break one, Tip Sheet doesn't add it and says which switch stopped it.

Change the switches later

Choose Options, at the top right of the pay run, then Pay Run Settings. You can change them while the pay run is Created or Open, then choose Save. Once it's locked, the box says It's locked, so these are fixed and only shows your answers.

On a pay run that is Created, the menu also has Delete Pay Run.

You can't turn a switch off if the weeks already in the pay run break it. The switch says why, for example Remove weeks first: it has weeks from more than one period.

Add the weeks

There are two ways. Both open the same box, and both need Manage Pay Runs.

From a tip sheet

Best for one week at a time, and for venue managers handing their week to payroll.

1. In the venue view, open Tip Sheet and choose the locked week.

2. Select the status button at the top right (it says Locked), then Add to Pay Run.

   

3. In the Add Tip Sheet to Pay Run box, choose the pay run, then Save.

The box lists every pay run that is Created or Open. If there isn't one yet, choose Create New Pay Run in the box.

From the Venue Status Report

Best for payroll adding many weeks at once.

1. In the admin view, choose Reports, then Venue Status Report.
2. Use Filters to show the weeks you want to pay.
3. Tick each week, choose Bulk actions, then Add to Pay Run.
4. Choose the pay run, then Save.

If you ticked any weeks that aren't locked, Tip Sheet lists them and offers to carry on with the locked ones, for example Add the 3 locked.

Once a week is in

• The pay run's status changes from Created to Open.
• On the tip sheet, Add to Pay Run becomes Remove from Pay Run, and the venue manager can no longer unlock the week.
• On the Venue Status Report, the Pay run column shows the pay run's number.

When a week can't be added

Tip Sheet adds every week it can, and lists the ones it couldn't under These could not be added, with the reason.

Tip Sheet says	What to do
Tip sheet is not locked.	Lock the week on its tip sheet first.
Tip sheet is already marked as paid.	It has already been paid. If it wasn't, choose Revert to Locked on its tip sheet, then add it.
Tip sheet is already in Pay Run PR-00X.	A week can be in only one pay run. Remove it from the other one first.
Bank details missing for …	Add those people's bank details. See Bank details.
… is a withholding venue and cannot be included in Pay Runs.	The venue holds its tips back and pays no one, so there's nothing for a pay run to pay. See Tips held back, not paid out.
… is missing remitter bank details …	The venue has no account to pay from. In its venue profile's Paying tips section, choose With a bank file and fill in the account.
… cannot be combined in one pay run because their amounts are in different currencies.	Australian and New Zealand venues need separate pay runs.
Multiple venues not allowed for this pay run (or periods, or remitters)	One of the pay run's switches is off. Turn it on in Pay Run Settings, or use another pay run.

Venues that share a bank account make one bank file together, so they must also have the same Paid from name and the same Wording and file options, such as A balancing line, One payment per account and the Direct Entry ID. If they don't, Tip Sheet says so. Make them match in each venue's Paying tips section.

Check what's in it

Open the pay run. What it pays shows the totals, and the tabs underneath show the same money cut different ways. Each tab shows how many rows it has.

Tab	Use it to
Overview	See every week in the pay run and the account that pays it, and check each one is still Locked.
By Venue	See each venue's total, and how many weeks it has in the pay run.
By Remitter Account	See one row for each bank file the pay run will make, and what it will pay. Use it to check each account has the money.
By Tip Period	See each week's total across all venues.
By Employee	See what each person gets in total, across every venue and week. Anyone without bank details is tagged No bank details.
Internal Transfers	See each payment a frontline venue's bank file makes to a dependent venue. See Payments to dependent venues.
Audit Trail	See who created, changed, locked, paid and emailed the pay run, and when.

Each row is one bank file. Total Payments is what that account pays out: staff tips plus payments to dependent venues. Account numbers are blurred.

On the Overview tab, the tip sheet icon at the end of a row opens that week's tip sheet in a new tab.

Options, then Export Pay Run Details, downloads the pay run as a spreadsheet, one row per person per week.

Remove a week

You can remove a week while the pay run is Open. If it's locked, unlock it first; see Fix a mistake.

1. On the Overview tab, choose the remove icon at the end of the week's row.
2. The box, Remove a week from PR-…, names the venue and week. Choose Remove.

You can also choose Remove from Pay Run on the week's tip sheet, or in Bulk actions on the Venue Status Report. The week stays Locked on its tip sheet, and the venue manager can unlock it again. Remove the last week and the pay run goes back to Created.

Delete a pay run

Only a pay run with the status Created can be deleted. If it's Open, remove its weeks first: once the last one is out, it goes back to Created.

1. Choose Options, then Delete Pay Run.
2. Choose Delete. If the pay run still holds any weeks, the button reads Remove and delete: Tip Sheet takes them out first, and they stay locked, ready for another pay run.

The pay run is gone from the list for good.

Next

Once every week is in and the totals look right, lock it and pay it. See Pay a pay run.