Once you've successfully integrated with Xero Payroll and time has been entered in Invoxy you're ready to process a pay run.
Add New Employees to Calendar
When you navigate to the Pay Summary page you'll see any resources (excluding self-employed contractors set up in Invoxy as a business) who have not yet been added to a Pay Calendar. Using the Add to Pay Calendar button you can sync them to Xero Payroll with the Pay Calendar of your choosing.
When sending a resource to Xero Payroll, Invoxy will attempt to link them to an existing employee in Xero Payroll by finding a matching First and Last Name. If a match is not found Invoxy will create a new record for them. A resource cannot be created in Xero Payroll without a date of birth and a valid Australian address.
Edit Employees in Xero Payroll
Your resources will require some review in Xero Payroll to be ready for payroll.
Ensure their tax and leave details are correct, and make sure a superannuation line is included in the Employee pay template (if they are over 18 years of age).
If you need to change an existing resource's Pay Calendar you'll need to update their employee record in Xero. Once you have made the change in Xero you'll need to return to Invoxy and sync the candidate (see the bottom of this article for how to sync an individual candidate, or you can sync all candidates from the Integrations page).
When you are happy with your employee setup you are ready to review your resources' time.
Create and Send a Pay
In the Pay Summary screen resources are grouped by Pay Calendar, allowing you to easily pay the correct employees in one go.
When you select a Pay Calendar the period displayed will default to your current pay period, based on the last pay dates for that Calendar in your Xero account. The other Period options available are:
Overdue - will include all Approved time that hasn’t yet been paid, which falls before the Current Pay period.
Custom - will include all Approved payable time in a custom date range.
Both Overdue and Custom periods will provide a selection of 4 valid end dates to choose from for sending through an Unscheduled Pay Run. Changing the period will update the the totals for each resource (Unapproved Time, Payable Time and Total Payable), allowing you to see exactly what time will be included in this pay. You can choose the current period end date if you wish to include the catch up amount in the current pay period.
Changing the period will update the totals for each resource (Unapproved Time, Payable Time and Total Payable) allowing you to see exactly what time will be included in this pay.
Once you have selected a Pay Calendar and adjusted the period if desired you're ready to create this pay run.
Clicking the green New Pay Run button will direct you the the New Pay Run screen where you can do a final review of the details for this pay.
From this screen you can adjust the period but not the Pay Calendar. If you need to change the Pay Calendar you'll need to return to the Pay Summary screen. When all the details are to your liking you can create the pay by clicking the green Create Draft Pay button.
Your pay will appear in the Payments screen ready for you to send it to Xero Payroll.
This pay can be sent to Xero Payroll by clicking the green Send to Xero Payroll button at the bottom of the pay, or by ticking the pay and selecting Send from the option menu in the top right corner.
If your pay is not successfully sent to Xero Payroll it will remain in the Drafts tab with an orange dot detailing any errors Invoxy received from Xero. When you have corrected any errors that prevented the pay from sending you can send it again following the same process.
Once your pay has been successfully sent to Xero Payroll it will appear in the Sent tab grouped by pay date.
Your pay is now available in Xero Payroll. Once the pay is open in Xero Payroll, review the details and post the pay once complete.
Full support material for Xero Payroll can be found here.
Sending Updates to Existing Resources
If you have updated your candidate details in Invoxy and wish to sync those to Xero Payroll, you can select Sync to Xero from the options menu on the resource to send those updates through.
If the candidate's Pay Calendar has been updated in Xero that change will also sync back to Invoxy.