Lesson #65
Payables – Pay Adjustments function
Before closing payroll adjust resource earnings in the current payroll for amounts not tied to specific invoices — such as a bonus or repayment of an advance. You can also apply recurring deductions to the current payroll, make pay adjustments to other open payrolls, and look up pay adjustments made in closed payrolls.
The default Pay Adjustments results show all resources with outstanding pay adjustments. Important information about each adjustment is displayed in the main grid.
Searching pay adjustments
You can choose to view open or closed pay dates (if you want to check previous payrolls for overlooked pay adjustments). If looking at open pay adjustments you can choose to see all open adjustments or only those for a specific pay date. If checking previous payrolls you can search a date range. You can also view pay adjustments for a single resource. (Pay Groups and cutoff dates are designated when setting up pay dates.)
Listings in the results grid display:
- Pay Date
- Pay Group
- Resource
- Amount paid/deducted
- Any remarks/notes
The cutoff date (last date for invoices to be included) for the pay date appears in the search criteria but is uneditable.
You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
Adding pay adjustments
To add one-off adjustments you select the resource then enter the amount and any notes you want. To include recurring deductions set them up first in the resource’s RB listing by entering the recurring amount and the start and end dates for the repayments. Then Pay Adjustments will list all resources with pay adjustments eligible for the selected payroll so you can easily select one, some, or all of them and apply the deductions to the current payroll automatically.
If you add a pay adjustment without a defined pay date the adjustment is automatically set to the next payroll. However if the open pay adjustment is a negative amount, it is set to the next payroll only if the amount can be deducted. Otherwise it remains an open pay adjustment. And if you reset payroll the pay date is automatically cleared for open pay adjustments which will be set again to the next payroll.
Pay adjustments vs. pay overrides
Use Pay Adjustments when you want to increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice — such as a bonus or a repayment of an advance on outstanding invoices. This includes recurring amounts — such as if a resource is paying back an advance in installments.
Use Override Resource Pay when you want to increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice, add new service items to invoices to pay resources for but not bill clients for, or change which resources to pay.
TL;DR: Before closing payroll, adjust resource earnings for the current payroll including applying recurring deductions.
RB concepts in this lesson
Pay Groups: Categories of time periods your company uses to pay resources, e.g., Monthly, Weekly, On Demand.
Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.
