Payroll corrections, payments and accounting

Fix a month that is already locked, pay extra amounts outside the regular cycle, pay people through a bank or wallet, post payroll to your books and give everyone a year-end statement.

Contents: Who can use it · Off-cycle runs · Reverse and re-run · Retro pay · Commissions · Bonus guidelines · Paying payroll · Payroll accounting · Year-end statements · Example · FAQ

Who can use it

• Off-cycle runs, reversals, retro pay, commission imports and bonus guidelines are part of payroll.
• Each action has its own permission (for example Reverse and Re-run and Apply Retro Pay). People who could already run payroll received them automatically.

Where: HR → Payroll, then the page named in each section.

Off-cycle runs

An off-cycle run pays chosen people outside the regular monthly run: a missed payment, a commission, arrears, a one-off bonus. It never clashes with the regular run of the same month.

1. Open Payroll runs and click Off-cycle run.
2. Give it a name, the month it belongs to and the people. Click Create run.
3. On the run, under Lines of this run, add a line per amount: choose the person, the Kind (for example Commission, Arrears, Tax, Recovery), a title and the amount. Earnings are paid; Tax, Recovery and Other deduction are taken off.
4. Click Generate. Each person's payable is their earnings less their deductions.
5. Lock and pay it like any run. Payslips and bank files work the same way.

Adding or removing a line sends a generated run back to draft, so generate it again before locking.

Reverse and re-run a month

A locked or paid run is never edited. If it was wrong, reverse it.

1. Open the run and click Reverse run.
2. Write why. Click Reverse run.
3. You land on the reversal: a locked run that holds the negative of every row. Totals, year-to-date figures, journals and statements of the month now net to zero.
4. On the original run, click Run the period again. A new draft run with the same month, entity, branch and pay group opens. Generate it with today's data and lock it as usual.

If the original run had already been paid (or its bank file was sent), the reversal is marked recover the money: collect it from the people, for example as a deduction in a later run. Loan installments the run took are given back to the loans.

A reversal cannot be paid out.

Retro pay

Retro pay works out a locked month again with today's data (for example a raise back-dated to that month, or a corrected attendance record) and pays the difference. The locked run itself never changes.

1. Open Payroll → Retro pay (or Retro pay on a locked run).
2. Choose the run and click Work it out. The table shows per person what the run paid, what it would pay today and the Difference.
3. Choose where to pay it:
   • In a later month (default): an adjustment called "Arrears for …" (or "Recovery for …" when someone was overpaid) in the month you choose. The regular run of that month pays it and works out its tax.
   • In a correction run: an off-cycle run with the differences as lines.
4. Click Pay the differences.

Differences are compared before tax and loan installments. A difference already paid is counted, so working out the same month again shows nothing left to pay. Each period uses the salary and payroll rules that were in force for that period.

Import commissions and incentives

1. Open Payroll → Adjustments and click Import commissions.
2. Choose the month and a CSV file with the columns employee_code and amount, and optionally category (commission or incentive), title and note.
3. Click Check file. Every problem is listed by row; nothing is imported while a row is wrong.
4. Click Import. Each row becomes an adjustment of the month and the run of that month pays it.

Importing the same file twice is refused for the rows already imported.

Bonus guidelines

A bonus guideline proposes a bonus for everyone it covers.

1. Open Payroll → Bonus guidelines and click New guideline.
2. Choose how the bonus is worked out: a fixed amount, or a percentage of basic or gross pay. Optionally set a cap, a minimum service in months, and Pay people with less than a year a share.
3. Click Apply on the guideline, choose the bonus date and click Preview. Check the list, then Apply.

The bonuses appear under Bonuses and the bonus or salary run of that month pays them. People who already have this bonus on that date are skipped.

Paying payroll

9bx does not send money. You pay from your bank or mobile wallet as usual (for example by uploading the bank file from the run's Bank file tab), then record it with Mark paid on the run or on one person's line. The lines of a bank file made for those people are marked paid with the same reference. See Marking payments paid.

Payroll accounting

Payroll → Payroll accounting has three tabs.

• Accounts: the accounts payroll posts to. A starting chart is created for you (salaries and wages, employer contributions, salaries payable, tax withheld, contributions payable, other payroll deductions, employee loans). Change codes and names to match your books.
• GL mapping: which account each payroll line goes to (basic pay, overtime, tax withheld, net pay and so on). Earnings are debits, amounts owed are credits; the employer contribution has both. The Asset depreciation line is used by the monthly asset depreciation journal (Depreciation, cost centers and total cost).
• Journals: choose a locked or paid run and click Build journal. The journal always balances. Choose the Export format (CSV, QuickBooks, Xero, NetSuite, SAP or Tally) and click Export.

Salary costs are split by department and cost center in the journal. A reversal's journal posts the opposite entries, so the original and its reversal cancel out.

Year-end statements

1. Open Payroll → Year-end statements.
2. Choose the legal entity and the tax year. The tax year starts in the month your country pack (or payroll settings) says.
3. Click Make statements. A statement is made for everyone final payroll paid in that year, in the background.

Each statement shows gross earnings, the employee's and the employer's contributions, tax withheld and net pay, month by month. It is filed in the person's documents, where they can download it from My HR. Making statements again only creates a new version when the figures changed.

Example scenario

A raise of 5,000 for Rahim was approved on 10 October but should have started on 1 August. August and September are locked.

1. HR updates Rahim's salary structure from 1 August.
2. In Retro pay, HR works out August: Rahim's difference is 5,000. HR chooses In a later month, October, and pays the differences. Then the same for September.
3. The October salary run pays Rahim two arrears adjustments of 5,000 and works out their tax.
4. At month end, HR builds the October journal and exports it for the accountant.

Troubleshooting and FAQ

The off-cycle run will not generate. It needs at least one line.

Retro pay says nothing to correct. The run pays the same as today, or the differences were already applied.

Someone is missing from retro pay. People whose salary cannot be worked out for that month (no salary structure for the period) are left alone and counted under Left alone.

Building a journal says a line is not mapped. Open GL mapping and choose an account for that line.

A transfer bounced after it was marked paid. Click Undo payment on that person's line with the reason, then mark it paid again once the money has gone. See Marking payments paid.

Related

Payroll runs and payslips · Marking payments paid · Payroll setup · Compliance