Payroll ➔ Entries ➔ Authorize
You can generate payroll entries for the resources. Once payroll entries have been generated, they must be authorized before they can be processed. Authorizing payroll entries is an important step to ensure the accuracy of the entries before approving them for processing.
In addition, you can compare the current and previous payroll entries at this screen.
A list of options will be displayed if you click at Cost center, Resource, and Job group. From the list, select an option and click Select.
Note: It is possible that not all columns are displayed. You can add or delete columns as required. For detailed instructions on how to customize displayed columns, see Inserting and deleting columns.
Click this to show or hide the search criteria.
Select the year to display the payroll entries for the selected year. By default, the year selected is defined at Default at System ➔ General ➔ Settings, in Payroll settings under the Payroll year section. For more information, see Maintaining payroll settings.
Type a number to denote the period of the payroll entries to be displayed.
Type a number to display the number of periods of the previous payroll entries. For example, if you have typed “2”, the payroll entries for the two previous periods will be displayed. With this, you can compare the current payroll entries with the previous entries and verify that the amounts of the components have been properly adjusted.
Select one of the options provided to group the payroll entries by the selected option:
Select one of the options to display the payroll entries by the selected option:
Type or select a cost center or range of cost centers to display the payroll entries for resources belonging to the selected cost center(s). By default, the All check box is selected to display the payroll entries for resources belonging to all cost centers.
Type or select a resource ID or range of resource IDs to display the payroll entries for the selected resource(s). By default, the All check box is selected to display the payroll entries for all resources.
Type or select a job group code or range of job group codes to display the payroll entries for resources belonging to the selected job group(s). By default, the All check box is selected to display the payroll entries for resources belonging to all job groups.
Select the Entered and/or the Percentage check box(es) to display the Entered and/or Percentage column in the results when you click Zoom. The Entered column displays the amount entered for the resource while the Percentage column displays the percentage of the component.
Click this to select all or only the required component types that you want to display.
Select this check box to display all generated payroll entries that have yet to be authorized.
Select this check box to display all generated payroll entries that have been authorized.
Select this check box to display all generated payroll entries that have been processed. Entries that have been processed cannot be authorized.
This indicates the number of selected payroll entries over the total number of payroll entries displayed.
Click this to link multiple components to multiple resources. For more information, see Creating fast entry applications.
Note: This is disabled if you have selected G/L account at Group by.
Click this to delete the selected payroll entries.
Note: This is enabled only if the selected payroll entry has not been processed. If you have made any change to the payroll components after you have generated the payroll entries, you will need to delete the entries for the affected resources and generate the entries again for the changes to take effect.
Click this to compare the resource’s bank account numbers from the current and previous period for each component, based on the generated payroll entries. If the bank account number used for each component for the two periods is different, a screen will be displayed to show the bank account numbers used for the current and previous period. Click Close to return to the Payroll/Entries/Authorize screen. If the bank account number used for each component for the two periods is the same, a message “No data found” will be displayed. Click OK to close the message.
Note: This is enabled only if you have selected a payroll entry and Resource or Cost center at Group by.
Click this to update the results according to the defined criteria.
Click this to view details of the selected payroll entry.
Note: This is available only if you have selected an entry.
Click this to view and/or maintain details of the selected resources. For more information, see Creating and maintaining resources.
Click this to display the work schedule of the selected resource. For more information, see Introduction to resource absence.
Click this to display the details of the contract for the selected resource, such as the contract type and the start and end dates.
Click this to fill in the actual labor hours. For more information, see Realizing actual time and materials.
Click this to export the results to Microsoft Excel.
Click this to view the payroll information of the selected resource.
Click this to display the payroll slip of the selected resource in HTML format. This is available only if you have selected an entry. The following is an example of a payroll slip:
Click this to authorize the selected payroll entries. If you have selected an entry that has been authorized, clicking Authorize again will remove its authorization status.
Click Select all to select all the entries in the results. Once all entries are selected, this will be changed to Deselect all. Click Deselect all to deselect all the selected entries.
Click this to exit.