Overview

Each Employee in Eclipse is attached to a Pay Grade which in turn is attached to a Pay Schedule. The Pay Schedule determines when the Employee is paid. A Pay Schedule is made up of a contiguous sequence of Pay Periods which can be weekly, fortnightly or monthly in duration. You can have multiple Pay Schedules in effect.

At any given time, one Pay Period for any given Pay Schedule will be Open. This is the "Current" Pay Period for that Pay Schedule. In the Payrun screen, you are always working with the Current Period(s) for the Pay Schedules you have created.

Each Pay Period has a Start and End date. a Planned Execution Date (which once the Payrun is committed - becomes the Commit Date).

Once a Pay Period is committed, it can no longer be adjusted without rolling the Pay Period back. Note that you cannot rollback a Pay Period if you have paid any Superannuation amounts accrued for it OR if you have Posted the Payroll figures for the period to your Accounting System. (For this reason we highly recommend you delay paying Superannuation amounts to Super Funds until the next Pay Period because doing so will lock the period and this cannot be unlocked. If you have posted the Accounting data, and you are using Eclipse Stock and Accounting, then you can reverse the postings in Eclipse and, provided no Super has been paid, you can then roll the Period back.)

You can pay any Employees attached to the Pay Schedule for the current Pay Period provided they are active employees at any time during the period (not terminated).

In the Payrun screen, all the candidate Employees for the selected Pay Periods are automatically shown in the list of Employees to be paid.

There are several ways you can Pay these people in Eclipse:

Regular Pays: this is the normal way to Pay people in Eclipse. Regular Pays are auto-created by the system based on Employee setup. You can adjust and tune the Pay if required. This is the default method for paying people and you should endeavour to use this method first.
Advance Pays: these are normal Regular Pays that are paid in advance.
Manual Pays: these are completely manual in that you have to construct each element of the person's pay. We recommend Manual Pays are used ONLY when you need to make two separate payments to an Employee in the same Pay Period. For example, perhaps you underpaid your employee in the last Pay Period and wish to correct that as part of the following period. You can put a Manual Pay together that fixes the underpayment and is paid straight away to the employee. Later, their normal Regular Pay can be run for the Period also. Note that if you elect to Terminate a person, and you have not already created a Regular Pay for them, the system will prompt you to create a Manual Pay to pay them their normal pay. We suggest you use create a Regular Pay first THEN Terminate the Employee as a Manual Pay is not required then.
ETP Pay: these are used to Terminate an Employee. ETPs can be accompanied by a Manual Pay and/or Regular Pay or no additional Pay at all.

You can also create other special adjustments to alter Leave and/or manipulate YTD amounts without creating any Pay:

Leave Adjustment: can be used to adjust Leave Accruals.
Adhoc Adjustment: can be used to adjust YTD Transaction amounts.

These special adjustments are not regarded as Pays in and of themselves by Eclipse.

To Pay someone, you need to first Create the Pay and then you need to Commit the Pay.

Manual Pays, Advance Pays and ETPs are always Committed the moment you Create then Save them.

Regular Pays can be Created and paid EARLY by Committing them specifically, or they can be Committed in bulk as part of the process of Closing the Pay Period.

When you Close the Pay Period, any Regular Pays that you've created but not paid early will be Committed and then the Pay Period itself is Committed. Disbursements for Regular Pays committed in this way will be batched together.

When a Manual, Advance or ETP is committed, note that separate Disbursements are created for each.