Table of Contents

Transfer actual values and posted payroll runs

Transfer posted payroll runs to the budget as actual entries, check the transfer status, and repeat the transfer after changes to structures or positions.

Prerequisites

  • SwissSalary Budget is set up (FTE Calculation and actual-entry transfer).
  • Positions and budget structures are defined for assigning salary entries.
  • The affected payroll runs are posted in SwissSalary (or processed if automatic transfer is based on processing).

Specify the transfer model

In SwissSalary Budget Setup, use the Actual Salary Entry Calculation field to specify when posted salary entries are transferred to the budget as actual entries:

Option Behavior
Manually Posted payroll runs must be transferred manually. You can find runs that haven't been transferred in the Not transferred Payroll Logs list.
Automatically on Process Actual entries are created automatically when the payroll run is processed in SwissSalary.
Automatically on Post Actual entries are created automatically when the payroll run is posted in SwissSalary.
Hinweis

With all three options, budget actual entries are deleted automatically if a payroll run is canceled in SwissSalary. A payroll run that has already been transferred can be transferred again at any time—for example, after new positions are created or after structures are adjusted.

Find payroll runs to transfer

The Not transferred Payroll Logs page (BdgPayrollLog) is relevant only if Manually is selected in Budget Setup. It shows all posted payroll runs from SwissSalary that haven't yet been transferred to the budget as actual entries.

Open payroll runs to transfer

  1. Choose the Search icon, enter Not transferred Payroll Logs, and then choose the related link.

The list shows all payroll runs that still have to be transferred.

Transfer a payroll run to the budget as actual entries

You can transfer one or more payroll runs at the same time.

Transfer one or more payroll runs

  1. Open the Not transferred Payroll Logs page.
  2. Select the payroll runs to transfer. To select multiple lines, hold down the Shift or Ctrl key.
  3. Choose the Transfer Payroll Log action.
  4. Confirm the process.

During the transfer:

  • All posted salary entries from the selected payroll run are read.
  • For each salary entry, the system checks whether a position with matching criteria (Place of Work, Department, Job Type, and Salary Class) exists.
  • The entries are written to SwissSalary Budget as actual entries.
  • The transferred payroll run disappears from the Not transferred Payroll Logs list.
  • It now appears in the Transferred Payroll Logs list.
Wichtig

Salary entries that can't be assigned to a defined position are transferred but aren't evaluated. If positions are still missing, create them first, and then transfer the payroll run again. For more information, see Budget positions, FTEs, and vacancies.

Check the transfer status

Show transferred payroll runs

The Transferred Payroll Logs page (BdgPayrollLogPosted) shows all payroll runs that have already been transferred successfully to the budget as actual entries.

  1. Choose the Search icon, enter Transferred Payroll Logs, and then choose the related link.

The list contains all payroll runs for which actual entries exist in SwissSalary Budget.

Transfer a payroll run again

A payroll run that has already been transferred can be transferred again at any time. This is necessary in the following situations:

  • You created a new budget structure or adjusted an existing structure.
  • You created new positions later and want entries from earlier payroll runs to be assigned to the new position.
  • The actual salary entries in SwissSalary were corrected.
Hinweis

Because posted salary entries are assigned to a position at the time of transfer, another transfer is required whenever the position assignment criteria have changed.

Transfer a payroll run again

  1. Open the Transferred Payroll Logs page.
  2. Select the payroll run that you want to transfer again.
  3. Choose the Refresh transferred Payroll Log action.
  4. Confirm the process.

SwissSalary Budget deletes the existing actual entries for the selected payroll run and writes them again based on the current position and structure definitions.

Check and correct automatic transfer

If you selected Automatically on Process or Automatically on Post, the payroll runs appear in the Transferred Payroll Logs list directly after the payroll run without a manual step.

For automatic transfer, make sure:

  • All relevant positions are defined before the payroll run.
  • The structures reflect the current status.

If a correction is needed later, you can transfer any payroll run again at any time through Transferred Payroll Logs.

Check in the Budget Schedule Overview

After the transfer, you can check the actual entries in the Budget Schedule Overview:

  1. Open the Budget Schedule Overview page.
  2. Choose the required budget structure, column layout, and version.
  3. Make sure that at least one column of type Actual Amount is configured in the column layout.
  4. Check the actual values for each employee, position, and period.

For more information, see Create budget analyses and transfer them to the general ledger.

Check the transfer

  • Define all positions and their dimensions before you transfer the first payroll run.
  • Transfer payroll runs in chronological order so that actual developments are represented correctly.
  • When you change a structure, transfer all affected payroll runs again to maintain consistent analyses.
  • After the transfer, check in the Budget Schedule Overview that all expected employees and positions appear with actual values.

Good to know

  • You transfer payroll runs before all required positions are created—the entries reach the budget but aren't evaluated.
  • You change position assignment criteria after the transfer and expect existing actual entries to move with them—the assignment is determined at the time of transfer.
  • With automatic transfer, you add positions and structures only after the payroll run—corrections require another transfer through Transferred Payroll Logs.
  • You cancel a payroll run in SwissSalary and expect the budget actual values to remain unchanged—the related budget actual entries are also deleted.

See also