Pay Payroll and Claims

Payroll in Plenix is shared between HR and Accounting. HR prepares and processes the payroll run. Accounting pays it. Open Accounting → Payroll Payments to see everything waiting to be paid.

How the money moves

1. HR processes a run. Plenix posts the wages journal: wages expense, the tax, National Insurance, pension and student loan owed, and the net pay owed to staff in Net Wages Payable. The run shows as Awaiting payment.
2. Accounting sends the money. Download a bank file, or pay the staff however you normally do.
3. Accounting marks it paid. Plenix posts a second journal that clears Net Wages Payable and takes the money out of the bank account you choose. The run moves to Part paid or Paid, and each employee is told their pay has been sent.
4. Match the bank line. When the bank statement is imported, match the payment to its line.

The totals at the top

• Wages to pay — net pay still owed on processed runs.
• Claims to reimburse — approved expense and mileage claims not yet repaid and not already in a payroll run.
• Paid this month — wages and claims paid since the start of the month.
• BACS file — whether your BACS service user number is set up. Click it to open Payroll settings.

Click any total to open the list behind it.

Pay a payroll run

1. On the Awaiting payment tab, click the run.
2. Everyone not yet paid is selected. Untick anyone you are not paying now.
3. Optionally download the bank file (see Payroll Bank Files).
4. Click Mark as paid, choose the bank account the money left from, the date and the method, and confirm.

You can pay a run in more than one go. For example, pay most people by BACS and one person by cheque later. The run stays Part paid until everyone is paid.

People without bank details are flagged. They are left out of the bank file, but you can still pay them another way and mark them paid. HR adds bank details on the employee record.

Repay expense and mileage claims

Payroll settings decide how approved claims are repaid:

• Repay with the next payroll run — claims are added to the next run as Claims repaid and paid with the wages. They are not taxed.
• Accounting repays them separately — claims wait on the Claims tab.

To repay claims directly, open the Claims tab, tick the claims, and click Mark as paid. You can also download a bank file for them. If claims normally go through payroll, only pay one here when it can't wait.

Claims approved before the tracking date in Payroll settings are hidden, because they may already have been repaid outside Plenix. Tick Include claims approved before payment tracking started to see them.

Payment history

The History tab lists every payment with its number (PAY-YYYY-NNNN), date, bank account, method and amount. Search by number or reference, and filter by wages or claims and by status. Click a payment to see:

• who was paid and how much;
• the journal it posted (click it to open it in Journal Entries);
• the payroll run it belongs to;
• the matching bank statement line, or Find the matching bank line to match one;
• the bank file again, if you need to resend it.

Void a payment

If the bank rejects a batch, or a payment was recorded by mistake, open it and click Void. Give a reason. The journal is reversed, the bank statement line is unmatched, and the people in it show as unpaid again so they can be paid again. Only administrators can void a payment.

Who can use this screen

Payroll Payments shows what each person is paid, so it is limited to administrators and managers.

Where to go next

• Payroll Bank Files (CSV and BACS)
• Run Payroll
• Payroll Settings
• Reconcile a Bank Account
• General Ledger