Pay a pay run

Once every week is in the pay run and the totals look right, you pay it in four steps. They're listed under Paying it on the pay run's page, in order:

1. Lock it, so nothing can change.
2. Download the bank files, or push tips to payroll.
3. Email staff.
4. Mark it processed, which can mark every week paid.

The next step

Each step says who did it and when, and turns green once it's done. The next one has a box round it and the one filled-in button.

Beside a finished step is its undo, such as Unlock. Where a step has more than one thing you can do, they're under that step's own Options.

This page is for whoever pays tips, usually the owner, payroll or finance. You need Manage Pay Runs; without it, the steps show how far the pay run has got but have no buttons. To set up the pay run first, see Create a pay run.

Before you pay: people with no bank details

If anyone in the pay run has no bank details, a warning above the steps says how many, for example 3 people have no bank details, so they can't be paid by bank file. Choose See details for their names, then add the details in Staff Management before you download the bank files. See Bank details. The By Employee tab tags each of them No bank details.

1. Lock it

1. Open the pay run. Its status must be Open.
2. Choose Lock Pay Run, then Lock.

Tip Sheet checks every week again before it locks, because things can change after a week is added. If anything is wrong, a box says PR-… can't be locked yet and lists every problem, and the pay run stays Open. Fix them all and lock again.

Tip Sheet says	What happened	What to do
Tip sheet is no longer locked.	Someone unlocked the week after it was added.	Remove it, lock it on its tip sheet, then add it again.
Tip sheet has been marked as paid. Remove it from the pay run first.	Someone marked the week paid on its tip sheet.	If it has really been paid, remove it from the pay run. If not, choose Revert to Locked on its tip sheet.
Bank details missing for …	Someone owed money has no bank details.	Add them. See Bank details.
… is missing remitter bank details …, or a message about venues that share an account	A venue has no account to pay from, or venues sharing an account have different file options.	Fix the venue's Paying tips section.
… cannot be combined in one pay run …	Australian and New Zealand venues are mixed.	Split them into two pay runs.

Once it's locked, nothing can be added or removed, and the pay run's switches are fixed.

2. Download the bank files

1. In step 2, choose Download ABA Files.

2. Fill in the box.

   

   Field	What it's for
   Description	Shows on the venue's bank statement. Up to 12 characters: the box stops there.
   Reference	Shows on each staff member's bank statement. Up to 18 characters.
   Mark the pay run as processed	Marks the pay run done as the files download. Leave it unticked to mark it once the bank has paid.
   Mark every week in it as paid	Marks every week in the pay run paid at the same time. It only works with the first tick on.

   Both boxes are required, and they start empty every time. The venues' usual statement wording and the Start date and End date shortcuts aren't used here.

3. Choose Download. The button names how many files, such as Download 2 files.

4. Upload each file to the bank account it pays from. The By Remitter Account tab lists them.

Leave both ticks on if you're uploading the files straight away and this is the payment. Untick them if you'd rather mark the pay run processed once the bank has paid; you can do that later in step 4.

What you get:

• One bank file for each account the money is paid from. If there's more than one, they come together in a zip file.
• Each file follows the Wording and file options of its account's venue, such as One payment per account, A balancing line and the Direct Entry ID. See Paying tips.
• People owed nothing are left out. An account with nothing to pay gets no file, so you can get fewer files than ABA Files Expected says.
• There's no payment summary spreadsheet with a pay run's files. For a list of who is paid what, choose Options, then Export Pay Run Details.

One problem stops every file

If anything is wrong, nothing downloads, not even the files for accounts that are fine. The box lists every problem at once:

• someone owed money has no bank details. Tip Sheet names them and their venue;
• a venue's BSB isn't recognised;
• a dependent venue being paid a share has no bank details;
• a name on a bank account has accented letters or other characters a bank file can't carry. Change it to plain letters in your timesheet system or in Tip Sheet;
• a week was unlocked after it was added: … has no payout data. The tip period may have been unlocked after being added to this pay run.

Fix them all, then download again. Check the Issues column on the Venue Status Report a few days before you pay, not on the day.

Once the files are downloaded, step 2 says when and by whom. While the pay run is Locked you can download them again: choose step 2's Options, then Download again. Each download is recorded on the Audit Trail tab. Once the pay run is Processed, the files can't be downloaded again unless you revert it to Locked.

A new file pays everyone again

Every download is a complete payment. If the bank has already processed one set of files, don't upload another. Tip Sheet asks before it downloads again, in a box headed Download the bank files again.

Payments to dependent venues

When a frontline venue passes a share of its tips to a dependent venue, that money is sitting in the frontline venue's account. A pay run can move it across for you: the frontline venue's bank file includes a payment into the dependent venue's account for its share.

This happens when all three are true:

• the frontline venue has Pay dependent venues their share ticked in its Paying tips section;
• the dependent venue has an account to pay into: it pays With a bank file, or it holds its tips back and moves them to another account;
• the two venues use different bank accounts. If they share one, there's nothing to move.

The Internal Transfers tab lists every payment of this kind in the pay run, and What it pays shows the total as To dependent venues.

Each row is one payment inside a frontline venue's bank file. Account numbers are blurred.

That's also why Total Payments can be higher than Total Tips: it includes these payments as well as the staff's tips.

To pay the dependent venue's staff in the same pay run, add the dependent venue's own locked week to it too. Its staff are paid from the dependent venue's account, in a file of its own.

Or push tips to payroll

If your business pays tips through Tanda or Humanforce, step 2 offers Push Tips to Tanda (or Humanforce). It reads Push Tips to Payroll when the venues use different systems. If your business pays only this way, the step is called Push tips to Tanda and has no bank files.

1. Choose Push Tips to Tanda.
2. The box shows how many employees, the total tips and which allowance they go into. Choose Push to Tanda.

• It's all or nothing. If anyone in the pay run can't be updated, nothing is added, and Tip Sheet tells you who and why.
• If a venue can't take pushed tips, for example because its timesheet system doesn't support it, a box headed Tips can't be pushed to … names each venue and why. Choose OK, and pay by bank file instead.
• Pushing again replaces what was added before; it doesn't add it twice. Once the tips are in, step 2's Options has Push again and Remove Tips from Tanda, which takes them back out after you choose Remove.
• There's no tick to mark anything paid here. Mark the pay run processed once payroll has paid.

For a single venue's week, see Pay tips out.

3. Email staff

Choose Send Payout Email, then the button that names how many people get it, such as Send to 31 people.

Everyone owed money who has an email address gets one email, with a link to a single report covering every venue and week in the pay run, and a grand total. People owed nothing, or with no email address, are skipped.

Send it after the money has gone

The email tells staff their tips have been paid. Until you've downloaded the bank files or pushed the tips, the box warns you: It says their tips have been paid, and they haven't been yet. Send it once staff have actually been paid.

• Sending again (Send again in step 3) replaces the links. The links in earlier emails stop working, so staff need the newest email.
• A person's link also stops working if one of their weeks is removed from the pay run or unlocked. Send the email again once the pay run is back in order.
• Don't also send payout emails from each venue's tip sheet, or staff get two emails for the same money. Tip Sheet warns you if you try.
• What the report shows is set once for the whole business: Pay Runs, then Email Template. See Payout email and settings.

4. Mark it processed

If you left both ticks on when you downloaded the bank files, this is already done. Otherwise, once the money has gone:

1. Choose Mark as Processed.

2. Leave Mark every week in it as paid ticked, and choose Mark as Processed.

   

The pay run becomes Processed, and every week in it shows Paid on its tip sheet. Marking it processed sends nothing. It's your record that the money has gone.

The tick only appears if your role can mark weeks paid.

Fix a mistake

Each step can be undone, one at a time, in reverse. The undo sits beside its step.

To	Choose	What it does
Undo Processed	Revert to Locked, beside step 4	The pay run is Locked again. Put every week in it back to Locked, ticked unless the weeks really were paid, does the same for its weeks. Nothing is taken back from the bank.
Undo pushed tips	Remove Tips from Tanda, in step 2's Options	Takes the tips back out of the timesheets.
Undo Locked	Unlock, beside step 1	The pay run is Open again, so you can remove weeks. The weeks themselves stay locked.

To correct one week in a pay run that's already been paid:

1. Revert to Locked, then Unlock.
2. Remove the week on the Overview tab.
3. The venue manager unlocks the week on its tip sheet, fixes it and locks it again. See Correct a tip sheet.
4. Add the week back, lock the pay run, and mark it processed again. Read the warning below before you download anything.

Think about what has already gone out

• Money. A new bank file pays the full amounts again, not the difference. If the first files have been through the bank, don't upload new ones. Pay the difference another way, such as a one-off transfer from your bank. Unlock reminds you when the files were downloaded.
• Emails. Unlocking a week stops its payout links working. Send the payout email again once it's fixed.
• Tanda or Humanforce. Unlocking a week takes tips pushed for it back out of the timesheets. Push them again after it's locked.

Who can do what

To	Permission
Lock, unlock, download bank files, push tips, send the email, mark processed, revert	Manage Pay Runs
Mark the weeks paid along with the pay run	Manage Pay Runs and Can mark tip period as Paid
Look at a pay run and export it	View Pay Runs
See the Audit Trail tab	View audit trails

See What each permission controls.