Payroll & Pay Runs
The pay schedules list, the pay run lifecycle, and how the pieces fit together.
A pay run (stored as a pay schedule) is one payroll: a period, a set of employees, and the pay items that apply to them. Build it, review it, post it — then payslips and the bank file come out of it.
The list
People → Payroll opens /people/pay-schedules. Two cards above the table — Draft and Approved — show the net pay total and count per status; tapping one filters the list.
| Column | Notes |
|---|---|
| Number | The run reference. |
| Date | When the run was created. |
| Schedule | The subject you gave it — "August 2026 Monthly", "Week 32 Factory" — with the period beneath. |
| Pay date | The date people are paid. This is the date that orders everything downstream. |
| Status | Draft or Approved. |
| Employees | How many people are on the run. |
| Total net pay | What the run pays out in total. |
Search, a status filter, column visibility and CSV/PDF export sit in the toolbar. + New opens the pay run editor.
Status
| Status | Meaning |
|---|---|
| Draft | Being built. Nothing is posted. Employees, pay items and dates can all be changed, and the run can be deleted. |
| Approved | Posted. The journals exist, payslips have been generated, and the bank file can be produced. The run is no longer editable. |
Approving a run writes journal entries. If a posted run is wrong, correct it the way you would correct any posting — through Finance — not by editing the run. This is why the review step exists.
Opening a run
Clicking a run opens the pay run workspace at /people/pay-runs/:id. That page is where you check the figures and post them — see Reviewing a pay run.
/people/pay-schedules/:id was the previous detail page. It now forwards to the pay-run workspace, so bookmarks and links in old emails keep resolving. Employees on the Staff role land on their own payslip instead.
What each part does
| Page | Purpose |
|---|---|
| Pay run editor | Build or change a draft: period, who is on it, what they are paid. Four steps. |
| Pay items on a run | Step 3 in depth — the bulk tools, and changing one person without changing their rate. |
| Calculated pay items | When an amount is a rule rather than a number — percentages, rates by attribute, tax bands. |
| Pay run workspace | Check the run against the last one, then post it. Also where payslips and the bank file come from once posted. |
| Managing a draft run | Reopen, re-date, duplicate or delete a run before it is posted. |
| Employee record → Payroll Management | One person's standing rates. Changing them affects the next run you build, never an existing one. |
Each has its own page: Building a pay run · Pay items on a run · Calculated pay items · Reviewing a pay run · Managing a draft run · Setting someone's pay.
Importing pay items
Import on the list brings in pay items in bulk from a spreadsheet — useful when rates change for many people at once. Download the sample, fill it in, and upload; the importer reports what it could not take and why before writing anything.
The file carries Employee No, Type, Subtype, Item Name, Amount, Period, Count, Calculation Mode, Taxable and Deductible. The three in bold are required on every row.
Duplicating and deleting
Any run can be duplicated from More → Duplicate in the workspace; a draft can also be deleted, from the workspace or by selecting it in this list. Deleting only ever removes drafts — an approved run stays exactly where it is. See Managing a draft run.