Table of Contents

Process provisional and installment payments

With the provisional payment procedure, you pay out a partial amount before the definitive monthly salary. You first calculate the provisional amounts, then perform a payroll run that is marked as a provisional payment, and check the offset in the regular follow-up payroll run. Use this procedure when the allocation group provides for a provisional payment method; the offset takes place in the subsequent regular run.

Prerequisites

Before you start:

  • the appropriate Provisional Payment Method is set up in the Allocation Group;
  • the required provisional payment and carry-over salary types are stored in Payroll Setup;
  • employees are assigned to the correct allocation group;
  • the salary master data, allocated salaries, and the rapport lines already entered are checked for the provisional payment calculation;
  • valid employee banks are available.
Wichtig

Don't change the Provisional Payment Method without consulting SwissSalary Support.

Define the provisional payment method

Open the Allocation Group and select one of the following options in the Provisional Payment Method field:

  • Standard (2 Payments) for one provisional payment run and a later regular run;
  • Entry Transfer to Next Month when rapport lines from the protected preliminary run are transferred to the follow-up run;
  • Balance Transfer to Next Month when the balance paid out reaches the follow-up run through carry-over salary types.

Also check the Provisional Payment Status. With the Entry Transfer to Next Month method, SwissSalary sets the status to Preliminary after the preliminary run.

Calculate the provisional amounts

  1. Before the preliminary run, check the rapport lines of the employees concerned.
  2. Open Calculate Provisional Payroll.
  3. Select the Allocation Group.
  4. Check the period From and To.
  5. In the Provisional Payment % field, enter the share of the calculated net pay.
  6. Check Provisional Payment Rounding. If no different setup exists, SwissSalary uses 0.05 as the initial value.
  7. Start the calculation.

SwissSalary calculates the provisional payment amount from the payment amount determined and writes it to the Provisional Payment Amount field on the employee card. Rounding is applied downward to the selected precision.

If Keep Provisional Payment Amount is selected, the preliminary run doesn't overwrite the existing Provisional Payment Amount. With Provisional Payment Valid To, you can limit a manually maintained amount in time.

Hinweis

With Entry Transfer to Next Month, the preliminary run marks the rapport lines used as a provisional payment pre-run. As long as the allocation group has the Provisional Payment Status Preliminary, these lines can't be changed.

Perform the provisional payment run

  1. Open Process Payroll.
  2. Select the same Allocation Group and the payroll period you want.
  3. Select Provisional Payment.
  4. Check Settlement Date, Payment Date, and Payroll Text.
  5. Start the payroll run.
  6. Open the run created in Payrolls and check the Provisional type.
  7. For each person, check the amount paid out and the bank entries created.
  8. Approve the run, pay it, and post it according to your usual control process.

The provisional payment run uses the advance payment stored in Provisional Payment Amount, provided that it isn't zero and is still valid. For employees with a Currency Code entry, SwissSalary converts the amount into the company currency for the salary entries.

Check the offset in the regular payroll run

Only perform the regular payroll run for the same period when the provisional payment run is complete from a payroll perspective.

  1. Start Process Payroll without selecting Provisional Payment.
  2. Check that SwissSalary takes the provisional payment already made into account as a deduction.
  3. With Balance Transfer to Next Month, also check the carry-over and carry-forward salary types.
  4. Check net pay and bank entries against the provisional payment run and the remaining payment.
  5. Clarify variances before you approve the regular run.

In the regular run, SwissSalary closes the open bank entries of the provisional payment run. The definitive payment amount therefore corresponds to the remaining amount still owed.

Warnung

Don't cancel or repeat a provisional payment run in isolation. Always check the protected rapport lines, the Provisional Payment Status, the employee banks, and the subsequent regular run as well.

Good to know

  • You want to change the Provisional Payment Method while an unposted payroll run exists for the group — the change is blocked.
  • With Entry Transfer to Next Month and the Preliminary status, you want to adjust rapport lines afterward — marked lines can't be changed.
  • With Keep Provisional Payment Amount, you expect the preliminary run to overwrite the Provisional Payment Amount — it stays fixed; check Provisional Payment Valid To.
  • You start the regular run before the provisional payment run is complete from a payroll perspective — the offset and the closing of the bank entries are missing.
  • You cancel or repeat a provisional payment run in isolation without also checking the status, the banks, and the follow-up run — the subsequent payroll and the payments get out of step.

See also