This article reviews the 'Payment Details' page within R365 Payroll. Here, Users can view and edit details for a single Payment within a Payroll Run.



Article Topics:


The Payment Details page is accessible from the Payroll Run Details page. Click on the desired Payment to open the associated Payment Details page.





1) Pay Run Details Button - Click to return to the associated Payroll Run Details page


2) Employee Name - Name of the Employee who is the recipient of the Payment


3) Save Changes Button - Click to save added and edited Earnings. 

  • Note: This button is disabled when no edits have been made. 


4) Payroll Run Status - Current status of the Payroll Run associated with the Payment:

  • Ready to Calculate - Payment is pending calculation

  • Needs Attention- Payment was calculated and an error was encountered
    • Note: Hovering over the flag next to the 'Needs Attention' status will display the error with the Payment. The Payroll Run Details article contains a list of all possible Payment errors.

  • Pending Approval - Payment is calculated and is ready to be paid


5) Payroll Run Date - Date of the Payroll Run


6) Pay By Check Button - Click to convert the distribution type of the Payment to 'Check'. This action will only be applied to the displayed Payment, and will not change the Employee's payment method selection. Learn more about converting a Payment to 'pay by check' here. 

  • Note: This button is only displayed when the Payroll Run's status is 'Pending Approval'


7) Pay Period Date - End date for the Pay Period associated with the Payment, followed by the Payment Type


8) Payment Summary - Displays the totals for each detail section.


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Gross Earnings Section & Editing Earnings



Gross Earnings Table


The 'Gross Earnings' section includes all Earnings for the Payment, including hourly, salary, PTO, and bonuses.


Earning Groups:


Earning entries are grouped and totaled when they share all of the following:

  • Type
  • Location
  • Job
  • Rate



The top level of the Earning Group is not editable, and represents the line item that will appear on Paystubs. Editing any Earnings in the Earning Group will update the total.


Clicking the 'Chevron' icon in the column header will expand or collapse all groups. Clicking the 'Chevron'  icon for a single Earning Group will expand or collapse that group.


Gross Earnings Columns:

  • Type - Earning Type

  • Location - Location associated with the Earning

  • Job - Job associated with the Earning

  • Rate - Rate associated with the Earning

  • Hours - Hours associated with the Earning

  • Amount - Amount of the Earning

  • Collected - In the Gross Earnings section, this column is intentionally left blank. The 'Collected' column is used for Net Pay Shortfalls reporting in the 'Deductions' section.

  • Carryover Balance - In the Gross Earnings section, this column is intentionally left blank. The 'Carryover Balance' column is used for Net Pay Shortfalls reporting in the 'Deductions' section.

  • MTD - Month-to-date amount of the Earning

  • YTD - Year-to-date amount of the Earning


Adding and Editing Earnings


The Earnings within a single Payment can be edited when the Payment has at least one Earning and the associated Payroll Run is calculated. Learn more about adding and editing Earnings here.

  • Note: If the Payment associated with an Employee has no Earnings, Earnings can be added by pushing Hourly Earnings from Smart Ops or by Importing Payments.
     
  • Note: If a Payment contains only Earnings populated through One-Time Payments that are set to be paid 'As Soon As Possible', additional Earnings cannot be added on the Payment Details page. Additional Earnings can be added by editing the One-Time Payment instead.


Earnings can be added by clicking '+ Add Earnings' at the top of the Gross Earnings Table.



Earnings can be edited by expanding the Earning Group, then editing the desired field. Editable fields are indicated with an outline.



Learn more about adding and editing Earnings here. 


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Deductions Section


The Deductions section contains information for deductions and taxes. 


Deductions Columns




Type - Type of the deduction/tax


Amount - Amount of the deduction/tax calculated for the Payment

Collected - Amount of the deduction/tax collected from the Payment

Carryover Balance - Remaining amount of the deduction to be collected

Month-to-date - Total amount of the deduction/tax collected for the month of the Payment up to the date of the Payment.

Year-to-date - Total amount of the deduction/tax collected for the year of the Payment up to the date of the Payment.


Deductions Subsections


Pre-Tax Deductions - The 'Pre-Tax Deductions' section includes all deductions applied before taxes are calculated. The Employee's configured 'Pre-Tax Deductions' can be viewed on the 'Payroll' tab of their Employee Record. 


Deferred Compensation - The 'Deferred Compensation' section will include any deferred compensation deductions. 


Total Taxes - The 'Total Taxes' section includes all taxes withheld from the Payment. The Employee's configured ‘Tax Withholdings’ can be viewed on the 'Taxes' tab of their Employee Record.


Post-Tax Deductions - The 'Post-Tax Deductions' section includes all deductions applied after taxes are calculated. The Employee's configured 'Post-Tax Deductions' can be viewed on the 'Payroll' tab of their Employee Record.


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Net Earnings & Deposits


The 'Net Earnings & Deposits' section displays the payment accounts for the Employee and the amount of the Payment that will be deposited into each one. 


Direct deposits and pay cards will be indicated with the 'Type' of 'Checking' or 'Savings'. Printed Paychecks will be indicated with the 'Type' of 'Check'.


 

Net Earnings & Deposits Columns


Nickname - User-entered name for a direct deposit account


Financial Institution - Name of the financial institution for a direct deposit account


Type - Type of the account. 'Checking' or 'Savings' for direct deposit, 'Check' for a paper paycheck


Number - Account number for a direct deposit account


Amount - Total payment amount to be deposited in the associated account


Collected - In the 'Net Earnings and Deposits' section, this column is intentionally left blank. The 'Collected' column is used for Net Pay Shortfalls reporting in the 'Deductions' section.


Carryover Balance - In the 'Net Earnings and Deposits' section, this column is intentionally left blank. The 'Carryover Balance' column is used for Net Pay Shortfalls reporting in the 'Deductions' section.

 

Month-to-date - Amount deposited to the associated account month-to-date


Year-to-date - Amount deposited to the associated account year-to-date


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Additional Information Sidesheet


Clicking on the 'i' icon will open a sidesheet with calculation information for that detail line.




Clicking on the '?' icon in the 'Net Earnings & Deposits' section will open a sidesheet with direct deposit distribution information.




This article was updated and replaced in Q3 of 2023.  View the previous version here.