Once you've successfully integrated with FlexiTime Payroll and time has been entered in Invoxy you're ready to process a pay run.
Add New Employees to Pay Frequency
When you navigate to the Pay Summary page you'll see any resources who have not yet been added to a Pay Frequency. Using the Add to Pay Frequency button you can send them to FlexiTime with the Pay Frequency of your choosing. The list of available frequencies is drawn from your existing employees in FlexiTime.
When sending a resource to FlexiTime, Invoxy will attempt to link them to an existing employee in FlexiTime by finding a matching Display Name. If a match is not found Invoxy will create a new record for them.
Edit Employees in FlexiTime
A self-employed contractor who has been setup appropriately in Invoxy will be sent through to FlexiTime ready to process.
However, PAYE candidates will require some review to be ready for payroll.
In particular, the Details, Employment, Pay Deductions, and Default Pay tabs should be checked for:
- Tax code, IRD Number, and bank account
- Setup any deductions as required (e.g. KiwiSaver)
- Any custom allowances, deductions, or other settings needed in their Default Pay
When you're happy with your employee setup in FlexiTime you're ready to review your resources' time in Invoxy.
If you need to change an existing resource's Pay Frequency you'll need to update their employee record in FlexiTime. Once you have made the change in FlexiTime you'll need to return to Invoxy and navigate to Manage > Integrations > FlexiTime and press the Sync button. When you return to the Pay Summary Screen the resource's Pay Frequency will be updated.
Create and Send a Pay
On the Pay Summary screen, resources are grouped by Pay Frequency allowing you to easily pay the correct employees in one go.
Once you have selected a Pay Frequency the period will default based on the last pay dates for that Frequency in FlexiTime.
However, you can use the Select Period dropdown to choose to pay all Overdue time for that Pay Frequency (that is, all outstanding payable time prior to the current period) or all the payable time in a Custom date range. Changing the period will update the the totals for each resource (Approved Time, Paid Time and Total Payable) allowing you to see exactly what time will be included in this pay.
Alternatively, if you set the Pay Frequency to Variably you can choose which employees you wish to include in the pay run regardless of their usual Pay Frequency.
Once you've selected a Pay Frequency (in the screenshot above Weekly is selected) 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 and select a Pay Date (this will default to today's date) for this pay.
From this screen you can adjust the period if required, but not the Pay Frequency. If you need to change the Pay Frequency 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 FlexiTime.
This pay can be sent to FlexiTime by clicking the green Send to FlexiTime button at the bottom of the pay, or by ticking the pay and selecting Send from the options menu in the top right corner.
If your pay is not successfully sent to FlexiTime it will remain in the Drafts tab with an orange dot detailing any errors Invoxy received from FlexiTime. When you have corrected the errors that prevented the pay from sending you can send it again following the same process.
Once your pay has been successfully sent to FlexiTime it will appear in the Sent tab grouped by pay date.
Your pay is now available to view and finalise in FlexiTime - if you were already logged into FlexiTime when you sent the pay you will need to refresh your view to see the new pay.
Once the pay is open in FlexiTime, review the details (the Pay Summary Report is particularly recommended) and finalise the pay once complete.
In FlexiTime you can then download the employee payments batch from Payroll > Reports > Bank Files to upload to the bank to process payments.
Sending Updates to Existing Resources
If you have updated your candidate details in Invoxy and wish to sync those to FlexiTime, you can select Sync to FlexiTime from the options menu on the resource to send those updates through.
Full support material for FlexiTime payroll can be found at support.flexitime.co.nz