Payroll wizard: preview and summary

Steps 3 and 4 of the payroll run are where you check the numbers. In Preview & Audit you review each employee, from the card down to single punches. In Summary & Export you check the totals, correct figures in place and export a provisional Excel file. Payroll Admin and Administrator users use both steps. A user with only the Payroll Accountant role uses Step 4.

Before you start: complete Reconcile, so leave, punch issues and overtime are settled.

Step 3: Preview & Audit

When you open Step 3 for a period that has not been calculated yet, QuantumOps calculates it first and shows Calculating payroll.... For an early payment, it also fills the days after the payment date with projected punches, based on each employee's schedule or recent hours. See Payment date and early payment.

Read the employee cards

Four counters sit above the cards: Employees, Reviewed (reviewed out of total), Within Tolerance and High Variance. Each card shows the employee's Contract, Hours, OT Hours, Gross, Net and Variance.

The variance is how far the employee's total hours are from the hours expected for the period. The expected hours come from Expected Weekly Hours on the payroll employee, scaled to the length of the period. An employee with no expected hours shows 0%.

A variance is a question, not an error. Open the red and orange cards first. A lock icon on a card means the employee is reviewed. A warning triangle means the employee needs recalculating.

Recalculate

• Recalculate All recalculates every employee who is not reviewed and not manually adjusted, then reports how many it skipped.
• The recalculate icon on a card recalculates one employee. If that employee has been manually adjusted, the Overwrite Manual Adjustments dialog asks first. Choose Recalculate Anyway to replace the edits.
• Punch changes recalculate the employee automatically.

Both bulk buttons disappear once the period is locked.

Open an employee, a day and its punches

1. Select a card. The employee's days appear as cards, with a Period Hours Breakdown bar (regular, night, Sunday, overtime, holiday and lunch hours). A day card shows the hours, the first and last punch, Rest Day or Projected, and a star on days with a premium.
2. Select a day to see its punches in a table: Time, Type, Premium, Hours, Paired, Notes and Actions. A Day Hours Breakdown and a timeline sit above it.
3. Use All Employees, or the employee's name, to go back up a level.

On the employee's days you can also add leave: Add PTO Day, Add Incapacidad and Unpaid Time work as described in Reconcile.

Correct punches

While the period is unlocked and the employee is not reviewed, the punch table offers these actions. Each one recalculates the employee.

• Add Punch: choose the Punch Type (Clock In, Clock Out, Break Start, Break End, Lunch Start or Lunch End), set the Time, add notes if you want, and select Save Punch.
• Edit icon: opens Edit Punch Time with Corrected Time and Supervisor Notes. Select Save.
• Delete icon: asks you to confirm Delete Punch.
• Link and unlink icons: Unpaired shows that a clock-in or clock-out has no recorded partner. Pay pairs each clock-in with the next clock-out by time and does not use this link, so check the times. Use Link and the unlink icon to keep a record of which punches belong together. Select the link icon on the clock-in, then select Link on the clock-out it belongs to. Use the unlink icon on a paired punch to separate the two.

For an early payment, Auto-fill Projected Days fills every projected day for the employee. On a single day, Auto-fill from Schedule fills that day and Clear Projected removes the projected punches. Days with projected punches show a Projected Punches badge.

Mark each employee reviewed

1. On the employee's days, select Mark as Reviewed. QuantumOps recalculates the employee and marks them reviewed. If the row has manual edits, the Overwrite Manual Adjustments dialog appears: choose Cancel to keep the edits or Recalculate Anyway to replace them. The employee is marked reviewed either way. A reviewed employee's punches are locked: the punch actions disappear and the button becomes Unlock. Figures can still be edited in Step 4.
2. Select Unlock if you need to change the employee again.
3. To do everyone at once, select Mark All Reviewed on the employee cards. It recalculates employees who are not reviewed and not manually adjusted, then marks every employee reviewed. Any employee whose recalculation failed stays unreviewed and is named in the message.
4. When every employee is reviewed, Continue to Summary works. Back to Reconcile returns to Step 2.

Reviewed employees and manually adjusted rows are skipped by Recalculate All.

Step 4: Summary & Export

Read the totals

For each currency, a card shows Gross, Deductions, Net, Employer and Burdened totals. PROVISIONAL — Not yet finalized reminds you that the figures can still change.

If the period has leave or manual adjustments, Leave, PTO & Manual Adjustments lists them per employee: PTO, unpaid time, incapacidad with its pay percentage, and adjustments with their category and amount. While the period is unlocked, an adjustment has a × that removes it. Accountant-only users do not see the ×.

Employee Summary has one row per employee with Name, Hours, OT Hrs, Night Hrs, Break Hrs, Rate, Gross, Deductions, Net, Employer and Burdened, and a total row for each currency. Select the arrow beside a name to expand the employee:

• Pay Components: regular pay, overtime pay, Sunday premium, night differential, holiday pay, holiday bid premium, allowances and Hourly Rate.
• Hours Breakdown: regular, overtime, night, Sunday, holiday, break and total hours.
• Deductions (Employee), Employer Costs and Allowances / Bonuses: one line per rule that applied.
• Accruals: each accrual's contribution, with the balance.

Edit a figure in place

While the period is unlocked, you can correct a figure directly.

1. Select the value. A pencil icon marks the cells you can edit.
2. Type the new value. Press Enter or select the tick to save. Press Escape or select the cross to cancel.
3. The row shows Adjusted, except after an edit to Hours, Break Hrs or Hourly Rate. Hover over the badge to see who adjusted it and when.

Every saved edit is logged with the editor and the old and new values. You see the log in Step 5. Edits are refused once the period is locked, closed, exported or paid. Reopen or unlock it first.

What an edit changes depends on the figure:

To change overtime, night or Sunday pay, edit Overtime Pay, Night Differential or Sunday Premium under Pay Components, or correct the punches in Step 3 and recalculate.

A later recalculation keeps edited rows. It replaces them only when you choose Recalculate Anyway for that employee.

Export a provisional Excel file

Select Export Excel to download the provisional workbook for the period. The file is named for the period and the date. You can send it to your accountant to agree the figures. The accountant page offers the same export. See Giving your accountant access.

Give an accountant access

The Accountant Access panel sits under the summary table for Payroll Admin and Administrator users. It creates a link for an external accountant. See Giving your accountant access.

Move on

Continue to Finalize is always available. Back to Preview returns to Step 3. An accountant-only user sees neither button, because Step 4 is the only step they can use.

The Excel workbooks

The wizard produces two workbooks. Export Excel on Step 4 makes the provisional one. Download Report on Step 5 makes the final one.

Employee sheets are named for the employee. Excel allows only 31 characters in a sheet name, so long names are shortened.

Related

• The payroll run (wizard): the five steps and what blocks each one.
• Payroll wizard: reconcile: Step 2.
• Payroll wizard: finalize and paystubs: Step 5, where you lock the period.
• Giving your accountant access: links and the accountant role.
• How pay is calculated: how hours become pay.