Payroll wizard: finalize and paystubs

Finalize is Step 5 of the payroll wizard. You check who changed which figures, lock the period, download the final report, and then generate and send each employee's paystub. Payroll Admin and Administrator users work in this step. A user with only the Payroll Accountant role cannot open it.

Before you start: finish Steps 3 and 4, so every employee is reviewed and the totals agree with your accountant. A period shows Ready to Finalize until it is locked, then Period Locked.

Review edits made to the figures

If anyone saved an edit to this period's figures, an Adjustments Detected banner counts the edits and says who made them: the external accountant, your staff, or both. Under it, Calculated vs. Adjusted Values lists every logged change.

A change to a pay figure also adds a row for each deduction it recalculated. Adjustments the accountant added or removed appear as rows from or to zero. So one edit can show as several rows. Total Variance adds every row, hours and amounts alike, so read the rows one by one rather than relying on the total.

An edit counts as the accountant's only when the editor's e-mail matches one of the period's access links and the edit was saved while that link was valid. Every other edit is labelled Staff, including your own edits in the Summary grid. Source unavailable appears when the period's links could not be loaded.

Select Analyze with AI to have the AI model comment on the edits. The result appears under AI Analysis of Adjustments. The request includes the table above: employee names, the figures, the differences and the editors' e-mail addresses.

When there are no edits, the screen says No accountant adjustments for this period. System calculations are unmodified. If the period has been unlocked or reopened before, the screen also shows who did it, when, and the reason.

Lock the period

Locking freezes the period's figures. Do it when the totals are agreed.

1. Select Lock Period and confirm in the dialog.
2. QuantumOps checks that the period has no projected punches. If any remain, the lock is refused. The message names the employees and tells you what to do: open the affected day in Step 3 and use Clear Projected, or wait for the real punches, then recalculate and try again.
3. Otherwise the period is approved if it was not already, and locked. The heading changes to Period Locked and the period's status becomes Closed.

Locking freezes the figures. The Summary grid, recalculation, the punch actions and the accountant page become read only. Do not add leave or adjustments to a locked period; unlock it first. An adjustment added to a locked period is saved, but the figures are not updated, and the paystub lists every saved adjustment, so it can show a deduction that its totals do not include.

Unlock, reopen or delete

Once the period is locked, the Lock Period card is replaced by Unlock Period and Reopen Period cards. Delete Period is on the screen at all times.

Reopening or unlocking a period after you sent paystubs leaves the e-mailed PDFs out of date. QuantumOps does not recall them. Generate and check the paystubs before you send them.

Download the final report

The Generate Final Report card has a Download Report button. It downloads the final Excel workbook: the summary with employer cost, one sheet per employee, Leave & PTO, Employer Burden and Accrual Balances. See The Excel workbooks.

The button works whether or not the period is locked. Download the report after you lock the period if you want the file to match the closed figures.

Generate and check paystubs

Generate Paystubs and Send Paystubs stay disabled until the period is locked.

1. Select Generate Paystubs. QuantumOps builds one PDF for each employee in the period and reports how many it made.
2. A Download Individual Paystubs list appears with a Download PDF button for each employee. The file is named PayStub_ followed by the employee's name and the period name. The list lasts while you stay on the page.
3. Open a few PDFs and check the employee, the period, the earnings, the deductions and the net pay.

Send paystubs by e-mail

Email Paystubs has one button, Send Paystubs. It e-mails every employee in the period their paystub as a PDF attachment.

• The message goes to the Email on the employee's payroll record. See Payroll employees.
• The subject is Your Pay Statement followed by the period dates. The message is headed Your Pay Statement is Ready, with Comprobante de Pago Disponible beneath it, and comes from QuantumOps Payroll.
• The attachment is named PayStub_ followed by the employee's name and the start date of the period.
• When it finishes, a message says how many were sent. If some failed, it says how many and names the first three problems. An employee with no e-mail address counts as failed.
• QuantumOps does not record who has received a paystub. Each press of Send Paystubs sends to every employee in the period again, so fix any missing addresses first and avoid pressing the button twice.

What the paystub PDF contains

The PDF is a letter-size page. Headings are in English, with a Spanish subtitle on the main title. There is no language choice.

• Header: the company name, address and tax ID from the branding settings, the title Pay Statement with Comprobante de Pago beneath it, the period, the payment date and the currency, and the employee's name, ID, department and job title where they are set.
• Earnings: a line each for regular pay, overtime, night premium (Recargo Nocturno), Sunday premium (Recargo Dominical), holiday pay, holiday bid premium, allowances (printed as Transport Allowance (Auxilio de Transporte)), accrual payouts and any other earnings, with hours, rate and amount, then Total Earnings. A bonus or reimbursement from Reconcile is part of the allowances line.
• Deductions: one line per deduction with the employee's amount and, unless hidden, the employer's amount. Manual deductions appear under the category you typed, or under their type name when there is none. The section ends with Total Deductions.
• Summary: gross pay, total deductions and NET PAY, and Total Employer Cost when employer costs are shown.
• Time off balances: the employee's PTO accrued, used and available, what accrued this period, and personal time available. This block appears only for employees who have a PTO or personal time balance, and it shows their current balances.
• Footer: a note that the document is computer generated and needs no signature, and the date and time it was generated in UTC.

Brand the paystubs

Paystub branding belongs to a rule group, so employees in different rule groups can have different headers. You need the Administrator, Timeclock Admin or Payroll Admin role.

1. Open the Admin Hub and select Rule Groups.
2. Select New Rule Group, or the edit (pencil) button on an existing group. The Create Rule Group or Edit Rule Group dialog opens.
3. Scroll to Paystub Branding and fill in the fields you want:
   • Company Name
   • Company Address
   • NIT (Tax ID), up to 20 characters
   • Company Logo: PNG or JPG is recommended, up to 500KB. A larger file is refused. Remove deletes the current logo.
   • Show Employer Costs on Paystub: when you clear it, the Total Employer Cost line and the employer column are hidden from the paystub.
4. Select Save Changes (or Create Group for a new group).

Leave a field blank to use the default QuantumOps branding for it. When a company name is set, the footer reads that name followed by "Powered by QuantumOps". For more on rule groups, see Payroll rule groups.

Related

• The payroll wizard: the five steps.
• Payroll rule groups: where paystub branding lives.
• Pay periods: the period list, including closed periods.
• Giving your accountant access: whose edits appear under Accountant.