The SapphireOne End of Year Payroll/HR feature will finalise your payroll/HR end of year and the procedure must be run before commencing any payruns in the new financial year.
The user should note that an End of Year backup is mandatory for the functions documented on this page as this procedure makes irreversible changes to your SapphireOne data file.
Executing the End of Year Payroll function, is a mandatory requirement, before starting any payruns in the new financial year.
SapphireOne will not allow any pay runs to be executed for any period commencing above period 12. When period End Of month is processed for payroll mode, it will display period 13. If any payruns are attempted the user will receive a warning, and the software will not process the request.
SBR2 requires that End Of Year is run so that all payroll reports are completed immediately. They can then be sent to the ATO using the Single Touch Payroll functionality in SapphireOne. This only applies to Australian users.
This End of Year function for Payroll/HR is virtually identical to financials as follows.
- Select each checkbox in turn.
- Check the Current Date.
- Check and enter the last period for the financial year carefully. It would normally be period 12.
- The
button will then become active. - Once the button has been selected SapphireOne will immediately proceed to run End Of Year for Payroll/HR.
This End of Year Payroll function on this page is very similar to running End of Year Financials in another article with one major exception.
Additional documentation for the running End of Year in Payroll/HR
Since SapphireOne does not permit Pay Runs to be processed in Period 13 for any company, the End of Year function must be executed. Once this function is completed, Period 13 will automatically roll over and become Period 1 of the new financial year.
Warning: The user must immediately go to Utilities Mode > Utilities Controls > Utilities Controls Inquiries > Utilities Controls Company, select the Period and Taxes page and proceed as follows. Check that for Payroll/HR the Period is displaying period 1 and it is displaying the current date. If not proceed as follows.
- Resetting the Period dates for the Payroll/HR module only.
- In the System Periods area, select Payroll/HR from the bottom of the drop-down list.
- For Period 1 for this module directly enter the current date.
- Click the Auto Fill button and ensure the By Month option is selected. (Other options may be used if required)
- When the Period Fill Settings alert appears, review the details and click OK if all is correct.
- Checking the new Payroll/HR period dates.
- Go to the Current Periods area. All other modes should be in period 13. For Payroll/HR it should be period 1 with the same date as all of the other modes.
All previous year period numbers will have 100 added to them. If you require a transaction from last year you will have to add 100 to the period number, if two years ago add 200, etc.
In other words, the numbers Increment all the way back through previous years. Every financial year closed has 100 added to it each time you close the current financial year.
For example, if you were searching for transactions from Period 8 closed 2 financial years ago you would search for Period 208.