Giving your accountant access

An external accountant can check a pay period before you lock it. You can give them the Payroll Accountant role, or you can generate a link that opens one period without an account. This page is for the administrator who gives access, and for the accountant who receives it.

Before you start: the Timeclock & Payroll module must be on. A Payroll Admin or Administrator user generates links from Step 4 of the payroll wizard, once the period has been calculated in Step 3. The Accountant Access panel is not shown to a user who only has the Payroll Accountant role.

Choose how the accountant works

With the role: the accountant signs in and the wizard opens on Step 4. They can edit figures and export the provisional workbook, as described in Payroll wizard: preview and summary. The Wizard buttons are on pages this role does not open, so send the accountant the address of the period's wizard page from your browser. Their edits are normally labelled Staff in Step 5, not Accountant. To assign the role, see Roles and access.

With a link: the accountant needs no account, and most of the page is shown in English or Spanish, as you choose when you create the link. The Leave & PTO tab and its dialog are in English. The rest of this page covers links.

Generate an access link

1. Open the period's wizard and go to Step 4, Summary & Export.
2. In Accountant Access, select Generate Access Link. The Generate Accountant Access Link dialog opens.
3. Enter the Accountant Email.
4. Choose Link Expires In (days). You can pick from 1 to 30 days. The default is 7.
5. Choose the Language: English (US) or Español (Colombia).
6. Select Generate Link.
7. Select Copy to copy the link from Magic Link, then select Done.

The link is shown once. The dialog says This link will not be shown again. QuantumOps does not e-mail it, so send it to the accountant yourself. If you lose it, generate a new one.

Anyone who holds the link can open that period until the link expires or you revoke it, so send it only to the accountant. Through the link the accountant can add bonuses and reimbursements, which are paid to the employee, and can remove any adjustment on the period. The e-mail you enter is shown against the link and recorded with the edits made through it.

See who used a link, and revoke it

The Accountant Access panel lists every link for the period, newest first.

To stop a link early, select Revoke on its row and confirm in the Revoke Access dialog. Whoever opens it afterwards sees Access Denied. Only an active link has a Revoke button.

The table does not show whether the accountant has submitted the review. A link stays Active after a review is submitted, until it expires or you revoke it.

What the accountant sees

The page is headed Payroll Review. It shows the period dates, the e-mail the link was made for and when access expires. A link that is invalid, expired or revoked shows Access Denied, with the message This link is invalid, expired, or has been revoked.

The page has these tabs:

• Employee Cards: totals per currency, then a card for each employee with hours, overtime, night and Sunday hours, gross, deductions, net and variance. The accountant can open an employee, then a day, then its punches. These are read only.
• Summary Grid: the Employee Summary table. A hint says Click any value to edit. The accountant can expand an employee and edit figures. An edit works as it does in the wizard. See Payroll wizard: preview and summary. Export Excel downloads the provisional workbook.
• Leave & PTO: approved leave and the manual adjustments for the period. Add Other Deduction adds an item that the standard rules do not cover, such as retefuente, an embargo or a loan. The accountant chooses the employee, Type, Amount, Category (label on paystub) and Notes, then selects Save. Category (label on paystub) is required: Save stays unavailable until it is filled in. The Type list offers Other, Deduction, Correction, Reimbursement and Bonus, and the last two are paid to the employee. A × removes any adjustment on the period, including ones added in Reconcile, while the page is still open for editing.
• Changes: appears after the accountant's first edit to a figure. Edit History lists the edits made during the current visit, with time, employee, field, old value, new value and editor. It starts empty each time the page is opened.

Submit the review

When the accountant is done, they select Submit Review. The Submit Payroll Review dialog says that they have reviewed the calculations, that their adjustments are final and that they cannot edit afterwards. It has a Notes (optional) box. Confirm & Submit completes the review. The page then shows Review Submitted and becomes read only.

The page is also read only once the period is locked, closed, exported or paid. A banner says the period is locked and editing is disabled.

The submitted page tells the accountant that the payroll administrator has been notified. QuantumOps does not send you an e-mail or show a submitted marker, and the note is not displayed in the wizard. Agree in advance how the accountant tells you they are done.

Review the accountant's edits in Step 5

Every edit the accountant makes is logged. In Step 5 of the wizard, the Adjustments Detected banner and the Calculated vs. Adjusted Values table show each edit next to the value QuantumOps calculated, so you can check each one before you lock the period. Adjustments the accountant added or removed also appear there. An edit is labelled Accountant only when it matches an access link's e-mail address and was saved while that link was valid, so edits made by a signed-in Payroll Accountant are normally labelled Staff. See Payroll wizard: finalize and paystubs.

Related

• The payroll wizard: the five steps and who can use them.
• Payroll wizard: preview and summary: Step 4, where the Accountant Access panel is.
• Payroll wizard: finalize and paystubs: Step 5, where the edits are reviewed.
• Roles and access: assigning the Payroll Accountant role.