Reprocess Last Payroll dialog

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For live payroll processing only

Use the Reprocess Last Payroll dialog to void, delete, or reverse the last batch of payroll checks printed for a client and recreate the batch as unprinted. This feature is useful when you find an error in the batch after the checks have been printed or if some or all checks printed incorrectly.

Choose Actions > Enter Batch Payroll Checks, select the appropriate client from the client selection list, and then click the Reprocess last payroll link.

With this feature, you have the option to print the checks exactly the way they were printed initially or to update the check information to reflect any changes that have been made to employee or client information since the original checks were entered.

Notes

  • The application will not reprocess checks that:
    • have a status of Void, Deleted, or Reversed
    • are handwritten checks
    • were originally entered as historical or third-party sick pay checks
    • are not in the last batch entered (unless they were entered using the same check date as the last batch)
    • are in the last batch, but have not yet been printed
  • When you reverse, delete, or void checks, the application adjusts any related payroll liabilities with a negative amount. The application creates new payroll liabilities when you reprocess the payroll.
  • If you add a new employee record after the last payroll was processed, and that employee uses the payroll schedule being reprocessed, the application includes the employee in the reprocessed batch, but marks the DNP (do not pay) checkbox by default. You can clear the checkbox to add the employee to the reprocessed batch, if you choose.
  • The original check numbers are not re-used for the reprocessed checks. Accounting CS automatically uses the next check number available for that bank account in the Setup > Bank Accounts screen.
  • The Reprocess last payroll feature is not available to clients using Accounting CS Client Access.

Fields & buttons

Information

  • Pay date. This field displays the check date for the last batch of printed payroll checks for the currently selected client.
  • Payroll schedule. The drop-down list contains any of the client's payroll schedules that have a pay date that matches the latest pay date. If more than one payroll schedule is listed, select the schedule to reprocess.
  • Number of checks. This field displays the number of checks with the latest check date for the selected schedule.

Action

  • Action. Select the action to perform on all checks to be reprocessed.
    • Select Delete to change the status of the original checks to Deleted.
    • Select Reverse to change the status of the original checks to Reversed. If you select this option, you must specify the reversal date in the Reversal check date field. This date must be on or after the original check date.

      When the application reprocesses the checks, it will create separate checks with matching negative amounts and with a status of "Reversal." The status of the original checks become "Reversed."

    • Select Void to change the status of the original checks to Voided. All amount and unit fields remain on the checks, but the application displays the word "Voided" with the Net Pay amount in the Net Pay Distributions grid. Voiding the checks leaves a paper trail showing that the checks were voided.
  • Reversal check date. This field is enabled only if you have selected Reverse in the Action field, in which case this field is required. The reversal date must be on or after the original check date.
  • Update checks with latest employee information. By default, this checkbox is unmarked, which will cause the application to recreate all checks as exact duplicates of the original checks, regardless of any changes that have been made to the employee or client records since then. Mark this checkbox if you want the application to recalculate the checks to reflect any changes that have been made in employee information (such as changes to the payroll items, rates, tax items, work locations and departments, direct deposit settings, or name changes).

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