Post a payroll run

Posting completes a checked payroll run and, depending on the setup, transfers the salary entries to financial and cost accounting. Payroll or finance specialists with posting permission post after release and checks and—if active—approval. Depending on your internal process, they typically post at the same time as or after the ISO 20022 payment. Before posting, checks such as the payroll run comparison and salary account reconciliation must be completed.

Prerequisites

The unposted payroll run has been professionally checked and released. For more information, see Approve, correct, or cancel a payroll run.
The run is approved if the approval process is active.
Variances and balances are resolved. For more information, see Compare payroll runs and resolve variances and Reconcile salary accounts and employee balances monthly.
The posting date is coordinated with financial accounting, and the posting matrix and general-ledger integration are set up.
Payment and the bank file are clarified according to your internal process, either before or at the same time as posting.

Wichtig

Posting is the final step of the payroll run. You can't reset a posted run with Cancel Payroll or post it again.

Checks before posting the payroll run

Before posting, check:

the General Ledger Log;
the Cost Accounting Log, if you use cost accounting;
the financial-accounting documents created according to the setup;
the totals against the previously approved payroll.

Determine the posting date

The Posting Date determines the financial period in which posting occurs. SwissSalary suggests the settlement date of the selected payroll run.

Before starting, check:

whether the date falls within an allowed posting period;
whether it agrees with the financial-accounting month-end close.

Post the payroll run

Open the Payrolls page.
Select the unposted run.
Choose Post Payroll.
Check the Payroll No. and the read-only Settlement Date.
Enter or confirm the Posting Date.
Confirm the security prompt for final processing.

If the run doesn't have a payment file yet, SwissSalary warns you before posting. Cancel if your process requires payment to be prepared first. After posting, the payroll run can no longer be changed; any corrections must be made in financial accounting.

Check the posting result

After successful posting, SwissSalary sets the run to Posted and stores:

the person who posted it;
the posting date;
the date on which it was posted.

Then check:

the Posted status on the Payrolls page;
the General Ledger Log;
the Cost Accounting Log, if you use cost accounting;
the financial-accounting documents or entries created according to the setup;
the totals against the previously approved payroll.

Tipp

Archive the check logs together with the release documentation. This provides an audit trail showing which checked run was processed with which posting date.

Handle errors

When	Action
Before confirmation	Cancel the report, then correct the payroll run and posting date
Posting stops because of a setup or account-assignment error	Evaluate the error message, correct the setup, and post the same unposted run again
The run is already posted	You can't post it again
An error is discovered only after successful posting	Define the accounting and payroll correction process

Good to know

You post while the approval process is active and the run is still open—posting is blocked.
You post before the payment file is ready even though your process requires payment first—the payment and general ledger get out of sync.
You choose the wrong Posting Date—the run is posted to the wrong financial period.
You try to reset a posted run with Cancel Payroll—this isn't possible; corrections require the accounting process.

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