At any given time in the payroll process, an employee always has a status associated with it. In order to move the payroll into a new period, every employee must go through the entire payroll cycle in each payroll period (week, month, etc.).
To check the current employee’s status, select the Employee Maintenance menu under the relevant payroll frequency. You will find the status displayed for each individual employee in the last column on the presented screen.
Status
The payroll statuses can only follow the below described route, and to calculate the payroll correctly, each employee must go through all of the statuses (with the exception of the NEW status) in each payment period.
You will also find that certain functions in Coins ERP+ are linked to specific statuses; for example: you can only enter or edit timesheets while the status is START. RTI submission is only possible when employees have a PAID status.
Payroll Process | Sub-Process | Status | Notes |
Create New employee |
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| Blank. Does not appear in every payroll cycle. It only applies to a starter before the first calculation. |
Payroll Input |
| START | Only status where you are allowed to enter or edit timesheets and statutory payments and fully amend employee records. The status will change from PAID to START by using Start New Period. |
Employee Maintenance | Enter leaver employees, make amendments to tax codes and employee static data, pensions, court orders, and rarely changeable elements of pay. |
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TimeSheet Entry | Enter employee timesheets: include all the variable elements of pay, which tend to change every payroll period. |
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Inputting SSP, SMP, SAP, SPP | Enter sickness (SSP), maternity (SMP), paternity (SPP), adoption (SAP) pay, when applicable. |
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Calculate the Payroll |
| CALCED | Calculates Gross and Net Pay, as well as VAT, NINO, statutory payments, pensions, etc., based on provided input. Use the Reset function to return to the START status. |
Processing Reports | Calculation will create [Frequency] Payroll Calculation report accessible from Report Status. Run other payroll reports and check the appropriate enquiries to ensure the calculated data is correct. Use Reset to return to START status and amend the input and then Calculation to adjust the results. |
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Payroll Enquiries |
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Create the Costing Batch | Unposted | Only UNPOSTED is a correct status! Incomplete denotes an error you need to find (use Validate Batches) and correct before accepting the payroll. |
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Accept the Payroll |
| ACCEPTED | Watershed. No real action, only to denote the calculation is correct. Use Accept Payroll and the Next button. Cannot use Reset to return to START status. To revert to CALCED, use Change Employee Status. |
RTI submission | Create FPS and EPS submissions to the HMRC. Submission will only be successful when status of all implicated employees is PAID. RTI report (found within Reports menu) with all data submitted to HMRC can be created at any point after payroll is accepted. |
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Pay Employees |
| PAID | By selecting BACS Output and Print, Coins ERP+ will create the BACS file you can import into your BACS software. You will find the created [Frequency] Payroll BACS Output and Print report in Report Status. |
Produce Payslips | Payslips can be produced any time after Calculation - even before ACCEPTED status. Use Print Payslips function to create. |
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Pension output file | Use Payment Data File Output to create the file and access it under My Files. |
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Post the Costing Batch | By using Post Batches, the Unposted status changes to Posted and updates the ledgers with payroll costs. |
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Start New Period |
| START | Moves employees into a new pay period and resets the status back to START. |