This article reviews the Paycheck Runs page for R365 Payroll. Here, Users can review and create Paycheck Runs, print Paychecks and/or Paystubs, and void Paychecks. 


The Paycheck Runs page displays all 'Pending' Paycheck Runs that have been created but have not been printed yet, as well as 'Past' Paycheck Runs that have been printed. The details for each Paycheck Run can be viewed in a sidesheet by clicking on the desired Paycheck Run.


This article covers the following topics:

Paycheck Runs Overview


Paycheck Runs are used to create Paychecks for Employees that have chosen to be paid via check instead of direct deposit. Paystubs for all Employees are included in each Paycheck Run, regardless of the payment method selection of the Employee. 


When a Pay Run is approved, a corresponding Paycheck Run is automatically created, containing the associated Paychecks and Paystubs. Each Pay Run can be included in only one Paycheck Run. Learn more about calculating and approving Pay Runs here. 


When a Pay Run is approved, Payroll Journal Entries are also created along with the Paycheck Run. As Paychecks are printed, Funding Journal Entries are automatically created. These Journal Entries can be viewed as well as manually created from the Paycheck Run Details Sidesheet.


When a Paycheck Run is created, Paychecks for associated Employees will be created and numbered in sequence with the checks for the associated Bank Account. These Paychecks can then be printed manually using the same check stock used to print AP checks. 

  • Note: If 'Print & Ship' is enabled, Paycheck Runs can be submitted for printing, where the checks will be printed in bulk and shipped to the appropriate Location(s).



More information about Paycheck Runs can be found in the following articles:


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Prerequisites


Before Paycheck Runs can be utilized, Employee Records and System Preferences for Payroll Clearing must be configured. 


Employee Record Configuration 

Only Employees that have chosen to be paid 'By Check' will have Paychecks created. Employees can change this setting themselves through the 'My Pay' section of the R365 Red App. If needed, Users can change the 'Pay Preference' setting for an Employee on the 'Payroll' tab of that Employee's Employee Record. 

  • Note: Employees that have chosen to be paid 'By Check' will not be able to elect 'Daily Pay' as their pay frequency. 


Payroll Clearing

The 'Payroll Clearing' setting on the 'Miscellaneous' tab of System Preferences determines how Locations and Legal Entities are grouped into Paycheck Runs. Each Paycheck Run is then associated with a corresponding Payroll Journal Entry. Learn more about the Payroll Clearing setting and Paycheck Run grouping here. 


Note: When Paycheck Runs are grouped by Location, one Paycheck or Paystub will be created per Employee in the Payroll Batch. If an Employee works at multiple Locations, their Paycheck or Paystub will be included in the Payment Run for that Employee's Default Location.


Automatic Paycheck Runs

The 'Enable Auto Paycheck Runs' setting on the Miscellaneous tab of System Preferences determines if paycheck runs are automatically created when pay runs are approved. If this setting is not enabled, paycheck runs can be manually created on the Paycheck Runs page.


Automatic Journal Entries

The 'Enable Automatic Journal Entries' setting on the Miscellaneous tab of System Preferences determines if payroll journal entries and funding journal entries are automatically created when paycheck runs are created. If this setting is not enabled, payroll journal entries and funding journal entries can be manually created after creating a paycheck run.


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Security


The Permissions listed here are associated with Paycheck Runs. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

 

Paycheck Run Permissions are found in the Permission Tree as follows:

  • Payroll
    • Workforce Payroll
      • Paycheck Runs
        • View Paycheck Runs
        • Print Paychecks with signature
        • Print Paychecks
        • Print Paystubs
        • Edit Payment Date
        • Delete Paycheck Runs

 

The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned. Learn more about User Setup and Security here.


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First, navigate to Workforce. In the left navigation menu, click 'Paycheck Runs' under the 'Payments' category to open the Paycheck Runs page.



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Pending Paycheck Runs


The Pending Paycheck Runs section displays cards for all Paycheck Runs that have been created, but the included Paychecks have not been printed yet. Click the desired Paycheck Run card to open the Paycheck Run in a sidesheet. Once opened, Paycheck Run details can be reviewed and the included Paychecks can be printed. 


1) + Create Paycheck Run - Click to create a new Paycheck Run. Learn more about creating Paycheck Runs here. 

  • Important Note: A Paycheck Run should only be manually created when an error prevented the automatic creation of the Paycheck Run


2) Paycheck Run Card - Summary of the Paycheck Run. Click to view the Paycheck Run details in a sidesheet. 



a) Legal Entity or Location Name - If Payroll Checks are grouped by 'Legal Entity', the Legal Entity name will be displayed. If Payroll Checks are grouped by 'Location', the Location name will be displayed. Learn more about Paycheck Grouping here. 


b) Bank Account - Bank Account associated with Payroll for the Legal Entity/Location 


c) Amount - Total Amount of all Paychecks and Paystubs included in the Paycheck Run


d) Status - The status of the Paycheck Run.


e) Date - Date that the Paycheck Run was created


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Past Runs


The Past Runs section displays all Paycheck Runs where the included Paychecks have been printed. 



In addition to the list functions explained below, lists can also be filtered to display in ascending or descending order by clicking the column title. The list can then be further filtered after the initial sort by holding down the 'Shift' key on your keyboard and clicking any other column header.

 

1) Search - Enter two or more characters to search the displayed columns for the entered text. 


2) Table Views - This enables the User to create and edit saved views of this list. Click this icon, then either 'Save Current View' to save the new view or 'Edit Table Views' to edit the selected view. All saved views are listed above these two action buttons


 

3) Filter - Click to filter any of the available columns 

  • To add a new filter - Click '+Add Filter' to add a new filter and enter the filter parameters. 
  • To remove a filter - Click the trashcan icon associated with the filter, or click 'Clear All' to clear all filters.  
  • To apply filters - Click 'Apply' to apply the filters to the Past Runs list.


4) Columns - This lists all of the columns available to be displayed. Check or uncheck a column name to include or exclude it from the list. Columns can also be reorganized by dragging and dropping the desired column's rearrange icon .

  • Legal Entity - Legal Entity associated with all Locations included in the Paycheck Run

  • Location- Location for the Paycheck Run
  • Account - Bank Account used

  • Status- Indicates the status of the entire Paycheck Run. Does not indicate the status of individual checks within the Paycheck Run.
    • Partially Paid - Paychecks within the Paycheck Run have not been printed or submitted for printing through 'Print & Ship'
      • Note: For Paycheck Runs with the 'Type' of 'In House', this status indicates that at least one, but not all, Paychecks have been printed

    • Released - The Paycheck Run has been sent for printing through 'Print & Ship'

    • Paid - All Paychecks have been printed either manually or through 'Print & Ship'

  • Type- Indicates if the Paychecks were printed manually or through 'Print & Ship'
    • In House - At least one Paycheck has been printed manually

    • Print & Ship - Paychecks were submitted through Print & Ship

  • Checks - Number of Paychecks and Paystubs within the Paycheck Run

  • Check Date - Date that the Paycheck Run was created

  • Total Amount - Total amount for all Paychecks within the Paycheck Run


5) Export - This will download the listed information into a .csv file


6) Refresh - This will refresh the listing


7) Paycheck Run - Click to view the Paycheck Run details in a sidesheet


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Paycheck Run Generation Issues


If there is an issue with a pay run that prevents the generation of a paycheck run or associated journal entries, an error message is displayed at the top of the page. Click ‘Review Issues’ at the end of the error message to open an error window with additional details.



After all issues for the Pay Run are resolved, the associated Paycheck Run will need to be manually created. 


After all issues for Journal Entries are resolved, Journal Entries can be created and linked from the associated Paycheck Run Details sidesheet. 


Error Details



1) Legal Entity - Legal Entity associated with the Pay Run

2) Pay Period - Pay Period associated with the Pay Run


3) Issues - Issues preventing the creation of the associated Paycheck Run


4) Issue is Fixed Checkbox - When checked, the error details will no longer be displayed


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Deleting Paycheck Runs


A Paycheck Run can be deleted by selecting 'Delete Paycheck Run' from the action menu of its Paycheck Run Details sidesheet.  

  • Note: The 'Delete Paycheck Run' option is not displayed for Paycheck Runs that have been submitted for printing through Print & Ship. 




When a Paycheck Run is deleted, the following will occur:

  • Checks within the Paycheck Run are deleted
  • The associated unapproved Funding Journal Entry is deleted
  • The associated unapproved Payroll Journal Entry or One-Time Payment Journal Entry is deleted


Important Note: Direct deposit amounts will not be reversed. 


If the associated Journal Entries have been approved, they will not be deleted. A message will be displayed listing the approved Journal Entries. To remove these Journal Entries, manually unapprove and delete them.


After the Paycheck Run is deleted, the associated Pay Run will be available for selection when manually creating a Paycheck Run. Learn more about manually creating Paycheck Runs here.


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