Payroll wizard: reconcile

Reconcile is Step 2 of the payroll wizard. You settle everything that can change an employee's pay before the figures are reviewed: leave, punch problems, overtime, an optional AI check and manual adjustments. Payroll Admin and Administrator users work in this step.

Before you start: finish Step 1. The five parts of Reconcile are listed under Reconcile in the left rail. The first four show a count of open items, and the count turns into a green 0 when nothing is left.

Resolving a punch issue, or adding or removing a punch, recalculates that employee straight away.

Decide leave requests (PTO / Leave)

The PTO & Leave Requests screen lists leave requests that are waiting for a decision and overlap the period, plus any leave you add during this visit. Counts at the top show how many requests are in the list, how many are pending and how many are approved. Use Filter by employee to look at one person (All Employees shows everyone).

1. Read each pending request: employee, type, dates and hours.
2. Select Approve or Reject.

A pending request blocks Continue to Preview.

If a request draws on a time-off balance and the employee does not have enough of it, Approve is refused and the message shows the hours available. The request stays pending and keeps blocking Continue to Preview, so reject it or correct the balance first. See Time-off balances, accruals and bulk changes.

Add leave yourself

Three buttons add leave for an employee. The employee list shows active employees. Whatever you add is saved as approved straight away, with no further approval step. It does not use up any of the employee's time-off balance. To use a balance, approve a request instead, or adjust the balance.

• Add PTO Day: choose the employee, Start Date, End Date, PTO Type (Vacation, Sick, Personal, Bereavement, JuryDuty or Other), Hours (8 to begin with, the total for the whole date range) and Notes (optional). Select Add PTO.
• Add Incapacidad: choose the employee, Start Date and End Date, Incapacity Type (General, Work Related, Maternity or Paternity) and Pay Percentage. The percentage starts at 66.67. Select the 100% button to pay in full, or the 66.67% button to go back. Select Add Incapacidad. The hours are counted as 8 per day of the date range, and the percentage is the share of normal pay the employee receives for those days.
• Add Unpaid Time: choose the employee, Start Date and End Date, Hours and a Reason. Select Add Unpaid Time. Use it for time the employee is not paid for, so the gap is on record.

Approved leave appears on the Summary step under Leave, PTO & Manual Adjustments, and on the Leave & PTO sheet of the Excel files. See Payroll wizard: preview and summary. Balances and accruals are covered in Time-off balances, accruals and bulk changes.

Resolve punch issues

Punch Issues is the same exception queue as the Supervisor tab of the Admin Hub. See Supervising punches, exceptions and time off. It lists pending exceptions detected on dates inside the period. Each card shows the employee, when the exception was detected, its type (for example a missed clock-out, a missed clock-in, a long shift or an overlapping shift) and a description.

For each card, choose one action:

• Accept: where the system suggested a corrected time, QuantumOps creates the missing clock-out at that time and pairs it with the open clock-in. Otherwise it accepts the punches as they are.
• Edit: opens Edit Punch Time. Set Corrected Time, add Supervisor Notes and select Save. The corrected time is recorded as the clock-out for the open shift.
• Reject: turns the exception down. For a missed clock-out correction this removes the whole shift and raises a new pending exception, which blocks Continue to Preview while it is in this list. If the shift was worked, add both punches for that day in Step 3. Approve or reject a pending exception gives the full consequences. If Punch Exception Rejected is switched on, the employee is e-mailed the rejection; see Timeclock and payroll e-mail notifications.

Each action recalculates the employee. When the queue is empty the screen says No pending punch issues for this period. Pending issues block Continue to Preview.

Approve overtime

Overtime Approval lists one row per employee who has overtime in the period, with the overtime hours. The list is built from the period's most recent calculation. If the period has not been calculated yet, it is empty and says No overtime entries to review for this period. On the first run of a period the list is empty, because the wizard calculates the period in Step 3.

• Select the check icon on a row to approve it. An approved row shows Approved.
• Select the cross icon to dismiss the row. A dismissed row leaves the list.
• Select Approve All to approve every row.

Approving or dismissing a row does not change anyone's pay. It is a review checklist. To change overtime pay, correct the punches in Step 3 or add a manual adjustment. Unapproved rows block Continue to Preview. After you have completed this step once, the rows show as approved when you return.

Run the optional AI check (AI Review)

AI Anomaly Review looks at punch patterns and flags anything unusual for a person to check. It is optional. If you never run it, it does not block the step.

1. Select Run AI Analysis. The screen shows that it is analysing the punch patterns and payroll data. Select Cancel to stop it. A run stops by itself after about 90 seconds.
2. Read each card. It shows an AI tag, the employee, a severity (warning or critical), a description and a recommendation. The checks cover hours that differ from the employee's history, punches clustered at identical times, uneven day-to-day hours, and unusual times, locations or devices.
3. Select Acknowledge when you have looked at a finding. Investigate opens that employee's days in Step 3 and acknowledges the finding. It works only after you have opened Step 3 or a later step in the same visit. Otherwise it says that the employee was not found and leaves the finding unacknowledged. In that case, select Acknowledge and open the employee in Step 3 yourself. Acknowledged cards show Acknowledged.

Once you have run the check, every finding must be acknowledged before Continue to Preview works. If nothing is found the screen says AI analysis complete. No anomalies detected. While findings are shown, Run AI Analysis is not offered, so you cannot run the check again on this visit.

What is sent to the AI model. The check sends the data for the employees you ticked in Setup, up to 50 employees. For each one it sends the name, contract type, schedule pattern, pay type, weekly hours settings, the average hours of their last three periods and up to 200 of their punches in the period. Each punch carries its time, type, hours, IP address, device type and the city and region recorded with it. Employees with no punches in the period are left out.

Treat the result as a second pair of eyes, not a verdict. A run that is cancelled or times out shows no findings, and an empty result does not prove the period is clean.

Add manual adjustments

Manual Adjustments is for money that the rules do not produce: a bonus, a deduction, a reimbursement, a correction or something else.

Adjustments you add are saved straight away and are listed in Step 4, not on this screen, so this screen can still say No adjustments added yet. Wait for the message Adjustment added and applied, and check Step 4 before you add the same adjustment again.

1. Select Add Adjustment. The Add Manual Adjustment dialog opens.
2. Choose the employee.
3. Choose the Type: Bonus, Deduction, Reimbursement, Correction or Other (custom category).
4. Enter the Amount. It cannot be zero.
5. For Other (custom category), fill in Category (free-form, appears on paystub) (up to 100 characters).
6. Add a Reason / Notes if you want one, then select Add Adjustment.

The adjustment is applied to the employee's figures at once. A bonus or reimbursement adds to gross pay, as part of the employee's allowances. A deduction, correction or other adjustment is withheld from net pay. A manual amount does not change the percentage-based deductions that the rule group works out. If the employee's row has already been edited in the Summary grid, the adjustment moves the figures by its amount and keeps the edits.

The category text prints on the employee's paystub as the name of the deduction, so write it for the employee, for example Retefuente, Embargo or Préstamo. A deduction or correction with no category prints under its type name. The reason is kept for your records and does not print.

Find the adjustments you added in Step 4, under Leave, PTO & Manual Adjustments. Each one has a × to remove it while the period is unlocked.

Move on to Preview

Continue to Preview works when:

• no leave request is pending,
• no punch issue is pending,
• every overtime row is approved or dismissed, and
• every finding is acknowledged, if you ran the AI check.

Selecting it records Step 2 as complete and opens Step 3. Back to Setup returns to Step 1.

Related

• The payroll wizard: the five steps and what blocks each one.
• Payroll wizard: preview and summary: Steps 3 and 4.
• Supervising punches, exceptions and time off: the daily queue that feeds Punch Issues.
• Time-off balances, accruals and bulk changes: leave balances.