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Manage recurring payruns

Recurring payruns page displays all payruns of every payrun provider and entity. This section will explain everything you need to know about recurring payruns including what payruns are, and how to manage recurring payruns and workers in each payrun.

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Contents
  • 1. What Are Payruns?
  • 2. Access Recurring Payruns
  • 3. Add New Payruns
  • 4. Edit Payruns
  • 5. Filter Payruns
  • 6. Sort Payruns
  • 7. End Payruns
  • 8. Add Workers to Payruns
  • 9. Edit Workers in Payrun
  • 10. Filter Workers in Payruns
  • 11. Sort Workers in Payruns
  • 12. Delete Worker in Payrun
  • 13. End Worker in Payrun

1. What Are Payruns?

Payrun is a monthly cycle that the site admin (payroll provider) receives information from the user (client or employment entity).

In a payrun, there are two deadlines that clients can send information to payroll provider including

  • Monthly Final Cutoff Day: Deadline for users to send information to payroll provider. If no information is submitted before monthly final cutoff day, the payroll process moves to the next payrun.
  • Off Cycle Cutoff Day: Loose deadline for users to send information to payroll provider. Notification by email and pop-up is sent to users when the date is close to deadline. If the client provides instruction after off cycle cutoff day, payroll provider could charge client for late fees.

The aim of the cutoff day is to ensure the client respects and follows the cutoff day of the payrun.

2. Access Recurring Payruns

  1. Go to the sidebar and select Payroll
  2. Click Payrun Setting
  3. Select Recurring Payruns from the top bar
  4. The recurring payruns table will show up
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3. Add New Payruns

  1. Click Add Payrun
  2. Set information (e.g. Payroll Provider: 123 Provider, Employment Country: Japan, Employment Entity: Kitsune Electric (Japan), Monthly Final Cutoff Day: 1st, First Payrun Month: 1/2023, Off Cycle Cutoff Day: 2nd, Payday: 5)
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  3. Click Save
  4. The new payrun will show up in the table

4. Edit Payruns

  1. Click anywhere on the row of payrun that you want to edit
  2. Click Edit Recurring Payrun
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  3. Edit the information that you want to change (e.g. Payday: 5 → 6)
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  4. Click Save
  5. The edited payrun will show up in the table

5. Filter Payruns

You can choose desirable criteria to filter lists of payruns that you want to display in the table.

  1. Click Filters
  2. Select criteria that you want to filter (e.g. Employment Country)
  3. Set your criteria (e.g. China Mainland)
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  4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

6. Sort Payruns

The table can be sorted alphabetically and numerically in descending and ascending order.

  • If data in the selected column is numerical data, it will be sorted alphabetically
  • If data in the selected column is numerical data, it will be sorted numerically
  • If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

  1. To sort based on that column, click on the head of a column until you get the desired sort
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Symbols
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Not Sorted

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Ascending Order

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Descending Order

  1. The sorted table will show up

7. End Payruns

Users cannot delete payrun directly, but instead, they can end payrun in a specific month.

To end the payrun:

  1. Click the name of payrun
  2. Click Edit Recurring Payrun
  3. Set the last payrun month
  4. Click Save

8. Add Workers to Payruns

  1. Click anywhere on the row of the payrun that you want to add workers
  2. In Workers tab, click Add Worker
  3. Select worker and set first payment month and effective start date (Worker setup needed before this step)
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  4. The name of the new joiner will appear in the workers in the selected recurring payrun

9. Edit Workers in Payrun

  1. Click anywhere on the row of payrun that you want to edit workers within that payrun
  2. In Workerstab, Click anywhere on the row of worker that you want to edit
  3. Edit the information as you want (e.g. Effective Start Date: 01/11/2022 → 01/10/2022)
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  4. Click Save
  5. The edited worker will show up in the table

10. Filter Workers in Payruns

  1. Click anywhere on the row of the payrun that you want to filter workers within that payrun
  2. In Workerstab, click Filter
  3. Select criteria that you want to filter (e.g. Client)
  4. Set your criteria (e.g. Sample Company)
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  5. The filtered values egarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

11. Sort Workers in Payruns

The table can be sorted alphabetically and numerically in descending and ascending order.

  • If data in the selected column is alphabetic data, it will be sorted alphabetically
  • If data in the selected column is numerical data, it will be sorted numerically
  • If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

  1. Click anywhere on the row of Payrun that you want to filter workers within that Payrun
  2. To sort based on that column, click on the head of a column until you get the desired sort
#️⃣
Symbols
image

Not Sorted

image

Ascending Order

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Descending Order

  1. The sorted table will show up

12. Delete Worker in Payrun

Users may not be able to delete workers from payrun if they already have data. Instead, please refer to End Worker in Payrun @section.

13. End Worker in Payrun

  1. Click anywhere on the row of payrun that you want to end workers within that payrun
  2. In Workers tab, click anywhere on the row of worker that you want to end
  3. Edit the Last Payment Month and Effective End Date

    4. (e.g. Last Payment Month: 2/2023, Effective End Date: 28/02/2023)

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  4. Click Save

Next: Manage payroll instruction settings