Table of Contents

Prepare variable payroll data, times, and absences

In the Management Rapport Journal, you enter, import, and check monthly variable amounts, quantities, times, absences, and expenses. Payroll professionals and, depending on the process, people who prepare journal lines do this every month after entries, recurring salaries, and organizational changes are ready. Next, prepare and check the payroll run and then process the definitive run.

Prerequisites

  • Employees are ready for payroll processing (allocation group, bank, and employment start). For more information, see Set up employees for payroll processing.
  • Recurring Allocated Salary entries and the required salary types are valid for the correct period. For more information, see Manage salary types and allocated salaries.
  • Working groups, calendars, and the target journal are set up.
  • You have determined which data comes from manual entry, Excel, another journal, an interface, TapBoard, or EasyRapport, and you avoid duplicate sources.

Prepare the journal and period

  1. Open Management Rapport Journal.
  2. Choose the intended payroll journal.
  3. If needed, set a document date for the payroll month that you want to prepare.
  4. Check whether existing lines come from an earlier process and have already been processed.
  5. Always use the intended target journal for imports and transfers.
Wichtig

Define one unambiguous data source for each item before you enter data. If you enter the same hours or amounts manually and also transfer them through an import, duplicates result.

Enter variable amounts and quantities

  1. Enter Employee No. and Salary Type No..
  2. If needed, check or complete the Document Date.
  3. Depending on the salary type, enter Quantity, Rate, or Amount.
  4. If needed, add a cost center, cost object, allocation, bank code, project, etc.
  5. Check the text and sign.

If the document date is before the last payroll period, SwissSalary displays a message. Determine whether the entry should be processed retroactively and what correction effect you expect.

Prepare times

A time type must be set up for a time-related salary type.

  1. Choose the employee and the time-related salary type.
  2. Enter the quantity.
  3. Check the time calculation with regard to No. of Hours and Hours per Day.

Special monthly processes include Calculate 13th/14th Payday, Payment of 13th/14th Payday, Time Type Carryover, and Vacation Pay Carryover. Run these actions only in the intended payroll month and after professional approval.

Include absences

Absences can be linked to salary types through entitlement and time models. Therefore, check:

  • the start and end of the absence,
  • the affected working and calendar days,
  • the time type or correction salary type used,
  • daily allowances or insurance benefits that have already been entered,
  • overlaps with manual journal lines.

The exact effect depends on the configured absence type, time type, and salary type. Check the result with a test payroll run.

Transfer or import data

From another journal

  1. Choose Get Journal Lines. Important: The allocation group filter must match the respective journals and the record on the Employee Card.
  2. Filter by the source journal or the required employees.
  3. Transfer the lines to the current journal.
  4. Check whether the source can still be processed after the transfer, and avoid transferring it a second time.

From Excel

  1. Choose Journal Lines from Excel.
  2. Import the relevant import file.
  3. Check the Excel Sheet and the Line From and Line To values.
  4. Map the columns in the Column Setup.

Depending on your license, other actions can provide Interface or Get EasyRapport Entries. These data sources belong to separate integration processes. Check their transfer status before you also enter lines manually.

For information about the SwissSalary connection to Direct and EasyRapport, including transfer and import, see Set up the Direct connection and Set up the EasyRapport connection. For matrix-based entry in Business Central, see Enter times in the TapBoard matrix.

In EasyRapport, you first provide rapport types, dimensions, and group lines, enter reports, release them for approval, and monitor their status. Only then do you transfer and check the data in the SwissSalary payroll journal.

Check the journal

  1. Filter the lines by the current month and data source.
  2. Choose Sum. SwissSalary shows the number of lines and the quantity and amount totals for the current filter.
  3. Compare the totals with the approved source records.
  4. Check for missing employees, salary types, dates, quantities, amounts, cost centers, and visas.
  5. Search for duplicate combinations of employee, salary type, date, and amount.
  6. If you find discrepancies, open Employee Card or Allocated Salary directly from the journal.
  7. Run Test Process Payroll for the affected employees.
  8. If needed, run the Plausibility Check.

Test Process Payroll calculates a test payroll run for the selected employee, displays the paycheck, and then cancels the generated unposted run. The journal lines remain available for the later definitive run.

Hand off to the payroll run

Release the monthly data for the definitive payroll run only when:

  • all intended sources have been transferred,
  • the totals and number of lines are reconciled,
  • duplicates and incomplete lines are resolved,
  • retroactive data has been professionally clarified,
  • time and absence values match the calendar,
  • test payroll runs show no unexplained discrepancies.

Good to know

  • You enter the same hours or amounts manually and also through an import, EasyRapport, or journal transfer—duplicates double the salary.
  • You choose the wrong target journal or period filter—the lines go into the next month and are missing from the current run.
  • You run the 13th/14th monthly salary, time type carryover, or vacation pay in the wrong month—the payment and accrual affect the wrong run.
  • You check totals and duplicates only after the definitive run—corrections are delayed and are only taken into account in the next payroll run.

See also