First, we would like to draw your attention to the fact that support for the old Payroll has been discontinued. We are no longer working on fixing possible issues in the old Payroll Report or improving it.
Also, please note that the new payroll does not recalculate commissions for the previous period if you create and apply a rule after the events occur or if you edit a commission. Therefore, in case of any errors in the previous period, it will not always be possible to fix everything by deleting the incorrect rule. At the same time, the new payroll module will allow you to eliminate errors in settlements with employees when the salary is not just calculated but recorded on employee balances. Nothing can be retrospectively recalculated (i.e., when someone changed a non-standard rule in a product and automatically all employees were paid 10 times more for this product for the entire period than they should have been).
We have transferred almost all the functionality from the old payroll module to the new one, plus added many new events and conditions. Therefore, it is crucial to understand that the calculation of the old and new modules will not be the same for all rules. We also recommend reading this article for possible new payroll scenarios.
How to switch to the new payroll module
The calculation under the old rules will function until March 15, 2024 (inclusive) in the old Payroll Report. So you have two months to set up and test the new payroll for your company.
We recommend that you make the transition to the new payroll module as follows:
1. Go to the Settings > Employees > Payroll Calculation rules page and check the relevance of the Commissions that were created automatically. You can edit them according to the current status or delete them if necessary.
2. Compare the old rules with the settings of the new payroll rules and create new Commissions if necessary. We've added a lot of new events and conditions based on our users' requests, so this is a great opportunity to adjust your company's payroll system.
Please note that commission cancellations for customer refunds are configured separately in the new payroll module. Therefore, be sure to create the appropriate events.
3. In each employee's profile, go to the payroll calculation rules tab and check the settings for the Daily and Hourly base salaries that were created automatically. If necessary, delete the settings that are not relevant.
4. Create new base salaries for your employees. Please note that we have added a monthly base salary calculation.
Important: If an employee has a daily or hourly base salary, it is recalculated when their work schedule is changed. If you change the schedule in an already accrued period, the recalculation is performed as an adjustment in the current period.
5. Go to the page Settings > Employees > Payroll rules to the "Exceptional commissions" section and check their relevance.
Please note that in the new module, exceptional commissions are applied regardless of whether the calculation method matches the standard rule. For example, if a standard rule is specified as a percentage, an exceptional commission can be a fixed amount and will work correctly. So, if you specify both types of exceptional commissions, they will be calculated for the employee.
Exceptional commissions can now work like additional commissions, i.e., they are calculated not instead of the standard rule but in addition to it. Find more information about the settings in this article.
6. Apply the rules to employees.
Please note that the event will not be calculated if the rule is not applied to an employee. Therefore, go to each employee's profile and check that all the necessary rules are applied.
7. Check the calculation of the new rules during the week or any other period.
Once again, please note that the calculations of the old report and the new module may differ, so the calculation should not match 100%. If you see that you need to make any changes or increase/decrease certain general rules or conditions for certain employees, then edit the rules for further verification.
You can close the month once satisfied that the calculation meets your needs. At the beginning of the next month, you should follow this algorithm to switch to the new payroll completely:
1. Check the calculation of the new payroll for the previous month for all employees and compare it with the calculation of the old payroll. The amount of the new calculation may not match the old one because you configured different variants of the rules and tested their operation in previous months or because the new and old payroll modules work differently. Therefore, if necessary, you can adjust the new Payroll using penalties (if the amount needs to be reduced) or commissions (if the amount needs to be increased).
Important: you can export an old payroll report in advance to have a payroll history for previous periods.
2. Accrue salaries, after which the correct amount will be transferred to the employees' balances.
If you have previously made salary settlements using Cashboxes or Excel, you can make balance adjustments. You can quickly transfer the cashbox balance (or from Excel) to the employee's balance and update it to the current state of mutual settlements.
4. Next, you can make a salary payout to the employee (the + Payment button on the Payroll tab). The employee's current balance will again reflect the real amount you owe the employee or the employee owes you, or 0.
Please note that the salary payouts do not depend on accruals. The payout depends on your internal company rules. Read more about payouts in this article.
5. Done. A new payroll cycle begins, the rules are correctly configured and working, and the balances are current. You work according to your usual processes but with a new payroll module.
In other words, if you set up and test the new payroll in January, you can do a control test in February to fully switch to the new payroll module in March.
If you have already tested the new payroll module and you have any outstanding accruals, you can do the following:
1. Check and record the employee's current balance.
2. Make accruals for all employees for all months, even if incomplete or incorrect calculations exist. As a result, employee balances will change.
3. Make adjustments to employee balances to update them.