This guide covers the complete payroll run lifecycle — from creating a draft, through approval, processing, payment, and remittance.

Getting to Payroll Runs

Open the client you want to work with.
In the left sidebar, under Payroll, click Payroll Runs.

The Payroll Runs List Page

Summary Cards

At the top, four cards summarize your payroll activity:

Total Runs — the number of payroll runs in the current view.
Total Gross — combined gross pay across all displayed runs.
Total Net — combined net pay after deductions.
Total Employees — total employees processed across all runs.

Filters and Actions

Status filter — use the tabs at the top (All, Draft, Pending, Approved, Completed, Cancelled) to filter runs by their current status.
New Payroll Run — the blue button at the top right starts a new payroll batch.
Auto-Process Setup — opens a dialog to configure automatic draft generation for each pay group.
GL Issues — if any runs have general ledger configuration warnings, an amber button appears showing the count. Click it to review the issues.

The Payroll Runs Table

Each row shows:

Run # — a unique identifier for the run.
Pay Period — the start and end dates of the pay period.
Pay Date — the date employees are paid.
Employees — how many employees are in this run.
Status — Draft, Pending, Approved, Completed, or Cancelled.
Gross Pay — total before deductions.
Net Pay — total after deductions.
Deductions — total amount withheld.
Actions — View, Delete, and bulk selection checkbox.

Bulk Actions

Check the boxes on the left to select multiple runs, then use the bulk action dropdown to:

Approve Selected — approve multiple runs at once.
Cancel Selected — cancel multiple runs (requires a reason).

Pagination

The list shows 15 runs per page. Use the Previous and Next buttons at the bottom to navigate.

Creating a New Payroll Run

Click New Payroll Run.
A dialog opens with the following fields:

Pay Group (required) — select from your active pay groups. When you select a pay group, the dates below auto-fill from the group's current period.
Period Start Date — the first day of the pay period.
Period End Date — the last day of the pay period.
Pay Date — the date employees will receive their pay.

Click Create.

After creation, you are taken directly to the Payroll Run Detail page.

The Payroll Run Detail Page

This is where you manage an individual payroll run through its entire lifecycle.

Run Header

At the top, you see:

Run Number and current Status badge.
Pay Period dates and Pay Date.
Summary amounts: Gross Pay, Deductions, Net Pay, Employer Contributions.

Action Buttons

The available buttons change depending on the run's status:

Status	Available Actions
Draft	Recalculate, Approve, Delete
Pending Approval	Recalculate, Process, Reject
Approved	Process
Completed	Pay Payroll, Pay Remittances, Pay Individual Payables

Recalculate — re-computes all pay stubs in the run. Use this after editing employee hours, rates, or deductions.
Approve — marks the run as approved and ready for processing. A confirmation dialog appears.
Process — finalizes the run. This posts journal entries, creates the payables, and locks the run from further edits. A confirmation dialog appears.
Pay Payroll — records the net pay payment to employees (available after the run is completed).
Pay Remittances — records the tax remittance payment to the CRA (available after completion).
Pay Individual Payables — record payment for a specific payable line item (e.g., union dues, RRSP).

GL Validation

Before approving or processing, the system checks your general ledger configuration. If warnings or errors are found, they appear in an alert at the top of the page:

Errors (red) — blocking issues that must be fixed before processing (e.g., missing GL accounts).
Warnings (amber) — non-blocking issues to review (e.g., accounts that may need attention).

Click the alert to see the full list of issues.

Tabs on the Detail Page

Pay Stubs Tab

Lists every employee included in this run. Each row shows:

Employee Name and ID.
Regular Hours, Overtime Hours, Vacation Hours, Sick Hours.
Gross Pay — total earnings before deductions.
Deductions — total amount withheld (CPP, EI, tax, benefits, etc.).
Net Pay — the amount the employee receives.

Click any pay stub row to open the Pay Stub Detail dialog, which shows:

Full earnings breakdown (regular, overtime, vacation, sick, additions).
All deductions itemized (CPP, EI, federal tax, provincial tax, benefits, union dues).
Employer contributions (CPP, EI, WCB, EHT, benefits).
Year-to-date totals.

Tax Liabilities Tab

Shows a breakdown of taxes for this run:

CPP — employee and employer portions.
EI — employee and employer portions.
Federal Tax — income tax withheld.
Provincial Tax — provincial income tax withheld.

Each row shows the employee amount, employer amount, and total.

Payables Tab

Lists all payment obligations from this run:

Net Pay — total amount owed to employees.
CPP Payable — remittance owed to CRA.
EI Payable — remittance owed to CRA.
Income Tax Payable — remittance owed to CRA.
Benefits, Union Dues, RRSP, etc. — amounts to remit to third parties.

Each payable shows the employee and employer portions, total amount, and whether it has been paid. Click Pay next to any payable to record a payment.

Recording Payments

Paying Net Payroll

After a run is completed, click Pay Payroll to record the net pay distribution to employees:

Select the Bank Account the payment comes from.
Set the Payment Date.
Optionally enter a Reference Number (e.g., EFT batch number).
Click Record Payment.

A journal entry is created debiting the payroll liability account and crediting the bank account.

Paying Remittances

Click Pay Remittances to record tax payments to the CRA:

Select the Bank Account.
Set the Payment Date.
Optionally enter a Reference Number.
Click Record Payment.

This creates journal entries for CPP, EI, and income tax remittances.

Paying Individual Payables

For third-party payables (union dues, RRSP, benefits), click Pay next to the specific payable line in the Payables tab. The same payment dialog appears.

Payroll Run Statuses

Status	Meaning
Draft	Run is being set up. You can add or remove employees, edit hours, and recalculate. Nothing is posted.
Pending Approval	Run has been submitted for review. Recalculation is still allowed, but the run is locked from casual edits.
Approved	Run has been reviewed and approved. Ready for final processing.
Completed	Run has been processed. Journal entries are posted. Payables are created. The run is locked. Payments can now be recorded.
Cancelled	Run has been cancelled. No journal entries are posted. Cannot be reactivated.

Deleting a Payroll Run

On the Payroll Runs list, click the Delete action on the run row.
A confirmation dialog appears.
Confirm to permanently delete.

⚠ Warning: Only draft runs can be deleted. Once a run is approved or processed, it cannot be deleted — only cancelled.

Auto-Process

The auto-process feature creates draft payroll runs automatically based on your pay group schedules.

Click Auto-Process Setup on the Payroll Runs page.
For each pay group, toggle Auto-Process on.
Set Process Days Before Pay Date — the number of days before the pay date that the draft should be created.
Click Save Settings.

When enabled, the system will automatically generate draft runs at the scheduled interval. You still need to review, approve, and process each run manually.

How to Use Payroll Runs