FAQ - Videos

Calculating and exporting payroll and invoice amounts - text

This tutorial is going to show you how to reconcile pay and or Invoices, then export the information for use in a payroll package and (on rare occasions) undo locked reconciles.

By reconciliation we mean the process of taking already entered hours, days or weeks worked and performing all the intricate calculations necessary to generate a complete payroll or invoice export.

If you are starting with the menu button screen, there are specific buttons for doing payroll and invoice, but they are also accessible via the utilities menu, where you have invoice and reconcile pay options.

The utilities menu is available in most screens.

In this example we will go to the timesheet screen, select a worker and a period.

This displays the shifts and information useful for confirming timesheet information.

For this example we shall select December 30th to January 8th.

We will immediately see the shifts for the worker over that period.

At the top right of the screen we have a ticked total and the total number of hours for this particular selection of shifts.

To enable a shift to be included in a payroll or invoice run all you need to do is tick it in the tick column by double clicking on the corresponding cell.

If you are in an environment where timesheets are not manually checked, there are simple options to either automatically tick un-cancelled shifts or cancel un-ticked shifts after a given number of days depending on your working environment. 

For this example we are showing the fully manual process.

Any ticked shift will be included in the next invoice or pay run.

You might be in a situation where the person has finished later or started earlier.

If say they have finished later we can double click on the finish time and either enter the new finish time or we can hit the "+" key to add increments of fifteen minutes to the finish time.

Any changes are automatically included in the column for the total time worked.

We can also edit the break at this point.

Breaks can be included or excluded from invoice or payroll calculations on a rate card by rate card basis.

Breaks are always included in terms of total hours worked calculations.

If we tick another shift we can see the ticked total has increased.

In a situation where the totals were the same as the timesheet, and a cursory glance showed that the times were correct we can click on the "confirm all button" and they would all automatically be ticked.

Doing this, we can see that it has stopped at January 7th.

This is because in this example the computer thinks the current date is 7th Jan and the remaining shifts have not yet been completed.

Ava will only tick shifts that have been completed by the current date and time.

Now we can go to utilities and select reconcile pay, although the pay and invoicing process are very similar.

The system can cope with more than one invoicing company, meaning you can run two or three companies and have people working to the same database for two or three companies for efficient tax reasons, VAT, etc.

The default is "All", and we shall select "All" which automatically selects all companies by default.

You can if you want reconcile for a particular pay scale (aka rate card), but usually you would select "All".

You can reconcile pay weekly, monthly or daily if you wish.

And you can run all three simultaneously on the same system and database, meaning you can have three groups of employees with different paying periods.

On the right we have a date, which was the last payroll run; it has an "L" by it which signifies it has been locked off.

Locked shifts can't be changed so information exported to a payroll or invoice system will always be consistent.

 (There is a separate accounting mechanism for changing payments and invoices after they have been processed).

Selecting a new reconcile date, for the 8th, we can click on "Reconcile Payroll".

At this point it will collect the details for each shift, its rate card and calculate the payments.

Occasionally you may have a situation whereby you have a new customer's rate card on the system that hasn't been fully set up; you don't necessarily want that to stop you booking shifts to them.

If the data is incomplete you want it to flag up that fact.

The system will do that by an exception report.

This is the exception report and we can copy this list to clipboard or we could add items to the task list and come back and use the task list to go to the item and resolve the incomplete rate card.

The next window, we can see is the same thing but shows clearly we have a new customer that we are supplying to, and they haven't been setup fully.

So we can see the exception shifts were found on the system, the four we just ticked were reconciled and that there's going to be four in the reconciliation.

We will cover resolving incomplete rate cards in a separate video.

Note that we are going to ignore (for now) the reconcile for the new customer and run them separately later. (Don't worry, they will not go away)

Prior to export to any 3rd party payroll or invoice system or to simply avoid additional shifts being added accidentally we "lock" the run.

An "L" appears by the date to signify the run has been locked.

Now we can export the information to whatever export system we have, SAGE, QuickBooks or indeed custom software, factoring or payroll agencies.

We will supply custom export formats if you have a custom payroll package.

To get that to work we simply click send to disk.

And it has exported those records.

If for some reason we wanted to edit the locked run we can press the "Ooops…" button.

We get a warning message which says do you want to edit the full reconciliation or part of it, which allows you to unwrap it to a certain date, we want to do the full one so we click "Yes", and it is now unlocked.

We can now go and tick another shift, reconcile and go through the process again.

Once again we will get the shifts included which were the incomplete rate cards.

So we get the lists again which will disappear once we set up that rate card.

We then lock it and go to the export window again. 

So very quickly, with a small number of clicks, we've reconciled pay, locked the run, exported the information for use in a payroll package, and undone a locked reconcile.


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This FAQ was last updated on Wednesday, September 30, 2015

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