Annual Leave and Sick Leave Accruals set up incorrect need to go back and change

Hi

Hoping someone can help. I set up an employee to accrue annual leave and sick leave per pay. I put the wrong amounts in though in error. I didn't realise until I had done 5 pays. I know how to change the accruals in the employee profile however I need to change the payslips as the employee needs the accruals correct in order to apply for a loan. Is there anyway to go back and change each payslip without deleting the pay and redoing. I know you cant adjust any accruals on the individual payslip.

Thanks in advance hopefully someone can help.

Leanne

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In addition if I clear the balance of the leave so it says 0 I save and exit and then open a previous payslip it shows negative amounts which is strange as there is no balance in there and no accruals set up. It is sending me crazy trying to work it out

@Leanne_7663246 I only ever set up leave accruals Every Hour. This ensures it remains consistently accurate, even if hours fluctuate.

The leave will be displaying in the negative if you’ve zeroed out a balance & they’ve taken any leave & still had leave hours available.

When you open each Paycheque afterwards, it should be displaying the Change option, advising the leave has been changed & asking if you want to update this. If you click on this, it should correct it.

Feel free to email me direct if you need assistance with it ☺️

Hi Shaz,

Thanks for the reply. I normally do use accrue per hour but given he is paid lump sum a month I cant do it per hour. I did however just try and change the accrual period to per hour just to see and the negatives still come up. He hasn't used any leave yet so it is weird why it is showing negative. It is same both personal and holiday. Any suggestions to avoid me having to delete each payslip and redo would be appreciated.

Leave Accruals.png

Payslip negative leave.png

thanks

Leanne

You can still do it per hour for salaries, you just need to enter the applicable hours in each pay.

The leave balances may not update until you create the next Paycheque. Commence creating the next pay run (but don’t save it) to check ☺️

Thanks Shaz I will give it a go, fingers crossed

Will I be able to update the first four payslips though with correct leave accruals/balances. The employee has requested they need to be correct on each payslip

Hi Shaz

I just tried to test entering hours however doesn't let me. I can only enter quantity doesn't let me put anything in hours. The payroll item I am using has been set up for a long time. The type is other not sure if this is why.

cheers

Leanne

Yes, that would be why. It should be set up as either a Salary or Wage to allow hours to be entered.

mm thats a pain then. Does that mean my only option to fix it is Set up new Payroll item as either a salary or wage then go back and manually change each payslip and hope that maybe the leave accrual issues will fix themselves and if not delete and redo the payslips.

That would be my preference … How many are there ?

There are 4 so it isn't to bad

I would definitely create the new Payroll Item correctly & edit those pays then 😊

Hi Shaz

I am back again sorry. I deleted the four payslips, set up a new payroll item (sorry need a magnifying glass to read it below I couldnt change the size. I set it up as Yearly Salary.

I set up the AL and SL to accrue per hour worked. I then went back in and started recreating the 4 payslips starting with Jan then Feb, March, April. Each payslip I did I checked the the accrual was correct and the leave available was correct. It was each time. I went to print the payslips and it had random figures but if I went into paycheck detail it was still correct.

I went back and deleted the four pays again and thought I would start from scratch. There were three old pays in the profile that didn't accrue leave as were casual. They were June 2023, June 2022, June 2020. I also updated the Begin accruing leave box so that it said beging from 1.1.2024. I opened the paycheck details for 2020 and 2022 and it showed 0 which is correct

When I opened the pay from June 2023 it has random negative amounts

I cant work out why. The set up in his profile looks correct. Both Personal and Holiday are the same.

Got any suggestions for me. Any hidden boxes I need to untick. Sending me insane:)

Thanks in advance

cheers

Leanne

Hi Leanne

Make sure Year begins on is also set to the employee's start (Hire) Date as permanent.

It's a little difficult to determine exactly what's happening (or not happening) though, without seeing the file as it could be due to an incorrect configuration in the Employee record, the Payroll Item … &/or somewhere else 😬

I'm happy to take a look if you want to email me direct.

Hi Shaz

1.1.24 is the correct date as permanent. I know what you mean so hard to work it out. I am wondering if I should set him as a whole new employee from 1.1.24 when he went permanent. I would have to give him a new employee number I am guessing and resubmit STP. Do you think this might be a simple option to fix it

cheers

Leanne

No, you shouldn't change an employee's number as this is what STP has been using to identify him!

I was referring to this highlighted part:

Thanks Shaz, I updated the highlighted above so be Jan 1st. Still didn't get rid of the negatives.

No, I wasn't expecting that to be the sole reason, but best to have everything in line 😊

Are you verifying your company file regularly ? Over time, background data & links can become corrupted so it's a good idea to do this at least every time you save a backup (If a backup is corrupted, it won't restore should you ever need it!)

I would suggest Rebuilding the file THREE times (For some reason, 3 rebuild can solve a number of issues) This is under the File dropdown menu > Utilities > Rebuild Data

You must have read my mind I just rebuilt and verified the file it didn't fix anything however I will go back and do it three times in a row. Good tip I wouldn't have thought to do it multiple times. Fingers crossed

I got all excited. I rebuilt three more times and no luck still has the negative amounts.

Are the negatives displaying just on the Paycheque, the Payslip or on both ?

Morning Shaz

When you first create the paycheck it shows on the preview as correct. Then you generate the pay and go back into the paycheck and the random amounts show. The random amounts also show in the payslip. The random amounts that show in the paycheck and the payslip are the same. The weird thing is if I go into the employee profile where you set up the leave accruals they are showing the correct hours available, ie they dont match what shows on the paycheck or payslip. It really has me stumped.

hi @Leanne_7663246 , unfortunately I have nothing to suggest as I have a similar problem with one employee whose leave shows one figure on one leave report, a different figure on another report and the wrong figure on the payslip. I have tried everything I read and am going to wait until 30th June and change the old employee number and create a new one with the correct employee number and just keep my fingers crossed. I have spent hours diagnosing, deleting and reentering pays etc.

Good luck I hope you have better success than I did

Hi Kris,

I saw your comment and thought ooh hopefully you had an answer. It is all very strange, glad I am not the only one though and I definitely feel your pain. I remember years ago I had an issue with leave accruals and I also had to set up new employee, was before employee numbers were a thing with ATO so it was easy. I have spent so much time on it. I didn't want to let it get the better of me but I think I am close to admitting defeat on it. Good luck to you come 1st July and hopefully new set up all good.

If I find anything I will make sure to let you know. If there are any other Reckon experts out there that have any ideas, even if random we would both love to know. Not holding my breath though as Shaz has been around for years and has helped me lots of times over the years, she is an expert:) So if she doesn't know am guessing no one else does but am happy to put out the challenge

@Leanne_7663246

As a last resort, if the employee only has 4 pays, I would delete them all, delete the employee & then create the employee again (with the SAME employee number) & enter the pays again so it’s fresh data ☺️

(Screenshot (or print the payslip for) each one FIRST to ensure you recreate the amounts exactly as before 😁)

I set up all leave to “Every Hour” in default Payroll Preferences so it’s automatic upon new employee setup ☺️

Thanks for tip Shaz. The employee has 4 pays this financial year however they also have one pay in 2020, one in 2022 and one in 2023 (these pays didn't accrue any leave as they were casual then). I can delete those but would just need to re reconcile this. As long as I make sure everything is 100% correct including overiding tax and super amounts that will have changed in those financial years it should be ok. I would also print those payslips like you suggested. Might be the best option to solve the problem and I am really quick at re entering pays at the moment after the last few days of deleting and re entering:) Do you see any problems doing this?

As long as you re-reconcile, that should be fine ☺️

On the old ones, you can either:

Just tick the box on the Paycheque not to accrue any leave OR
Enter “0” in Maximum hours … for each leave tab to start with, then take the “0” out & set Leave start dates for the current FY ☺️

Thanks for tip above, stay tuned for screams of delight if it works or a sad face if still a problem:)

Yes, let us know how you go 🤞🏻☺️

YAY Shaz its party time it worked. I am so excited. It had been stressing me out.

I used the old payroll item that was set up as other for the 2020, 2022 and 2023 recreation of pays so that it was exactly the same. I then used the new one that I set up under type Yearly Salary. Given I changed the payroll item name and used "&" instead of "and" in the payroll item name. I also now have rate and hours showing on the payslip that werent there originally (the nett amount, super, gross are all the same) do I need to update STP or given figures are same it doesn't matter.

Thank you so much for all your help Shaz. Kris good luck in financial year (I am guessing deleting and redoing not an option for you as you probably have to many pays).

cheers

Leanne

Yay Shaz it worked I am so excited. I just typed a lovely long reply to you and I hit post comment and it disappeared. I thought maybe I have maxed Reckon's number of posts🤣

I do have one more question if I haven't maxed my questions allowance for the year. I used the original payroll type that was set up as other for the 2020, 2022 and 2023 recreation of pays as I didn't want them to be different as previous financial years. I then used the new payroll item that was set up as type yearly salary. Given I have used a new payroll item (the only difference is I changed the name so it has "&" instead of "and". It also now has hours in the payslip where as previously it was lump sum. Do I need to update STP given the nett figure still the same. The Leave accruals are obviously different too given this is what started the problem. Or is it ok to leave STP as is

Thanks again for all your help.

Not sure if this solution would help you Kris or maybe you have to many pays to delete and recreate. Good luck 1st July if you end up starting new employee.

cheers

Leanne

Yay Shaz it worked, so excited. This is my third time posting this for some reason when I hit post comment it disappears. Maybe Reckon thinks I have maxed the amount of posts 🤣

I do have one more question if I havent maxed my question allowance for the year.

Do I need to resubmit STP for the 4 pays I recreated given I changed the payroll item type and used the new one I set up for the pays I recreated this financial year. The nett figure is the same however slightly different payroll name and the new payslips have hours on them instead of lump sum

Thanks again for all your help.

Have a great day

cheers

Leanne

Yay Shaz it worked, so excited. This is my third time posting this for some reason when I hit post comment it disappears. Maybe Reckon thinks I have maxed the amount of posts 🤣

I do have one more question if I havent maxed my question allowance for the year.

Do I need to resubmit STP for the 4 pays I recreated given I changed the payroll item type and used the new one I set up for the pays I recreated this financial year. The nett figure is the same however slightly different payroll name and the new payslips have hours on them instead of lump sum

Thanks again for all your help.

Have a great day

cheers

Leanne

Yay Shaz it worked, so excited. This is my third time posting this for some reason when I hit post comment it disappears. Maybe Reckon thinks I have maxed the amount of posts 🤣

I do have one more question if I havent maxed my question allowance for the year.

Do I need to resubmit STP for the 4 pays I recreated given I changed the payroll item type and used the new one I set up for the pays I recreated this financial year. The nett figure is the same however slightly different payroll name and the new payslips have hours on them instead of lump sum

Thanks again for all your help.

Have a great day

cheers

Leanne

Yay Shaz it worked, so excited. This is my fifth time posting this for some reason when I hit post comment it disappears. Maybe Reckon thinks I have maxed the amount of posts 🤣Apologies if you end up getting this post numerous times

I do have one more question if I havent maxed my question allowance for the year.

Do I need to resubmit STP for the 4 pays I recreated given I changed the payroll item type and used the new one I set up for the pays I recreated this financial year. The nett figure is the same however slightly different payroll name and the new payslips have hours on them instead of lump sum

Thanks again for all your help.

Have a great day

cheers

Leanne

Sorry about that @Leanne_7663246, it looks like your posts got caught in the automated spam filter for some reason. Apologies for that!

that’s great to hear @Leanne_7663246 , good on Shaz

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