Edit payslips and Pay employees

Processing pay for your employees 

Before processing pays, you will need to make sure you have finalised all data for payroll depending on how you manage approvals:

  • Make sure all shifts have been approved (Approve Shifts).
  • Make sure all leave applications for permanent staff have been approved (Leave).
  • Perform any pre-payroll reporting (Labour Management Report, Draft Payslip export, View Breakdown shortcut to Award test).
  • You can also make edits to your payslips (if needed) before processing (see the section below).
  • You can even leave notes for all employees, or comments on individual payslips if you feel it is necessary.

   We have included a handy short 4 min video that shows you the differences between payslip edits and adjustments. Scroll down to watch!

  Need to resolve an Underpayment or Overpayment once pay is complete? Check out our handy guide on Making changes to Processed Pays.

  Read our article on Creating Manual Payslips.

Understanding Payslips and where data is pulled from
Click here to see our guide on Payslip Components (where data from foundU is pulled into the payslip). The guide also contains an example of a typical payslip, a more detailed payslip, and explains how Gross Pay and Total Pay are calculated.

Looking for a resources link you can share with employees on Understanding their payslip? See our guide in the Employee App here.
Edit draft payslips 
You're able to edit your payslips prior to processing pay, to see the payslip details:
  1. In the quick menu navigate to Payroll > Pay and ensure you're in the Draft Payslips tab.
  2. Select the period ending date, and any other filters to locate the desired payslip.
  3. Locate the relevant payslip and click Action > Edit.

You can make the below types of edits:

  • Edit the Pay Item i.e. Normal, Saturday, Sunday. 
  • Add in or alter Cost codes.
  • Adjust the Rates or Hours i.e. if someone was on leave.



  • Redeem leave, there are three options:
        • Redeem - Used for redeeming leave i.e. Annual Leave/Sick Leave. This can also be used for partial cash out of leave (where required).
        • Cash Out All - Used to cash out all entitlements (not for a termination).
        • Termination - Used for terminations/pay out entitlements.

  • Use Add New Position to add in another position if that employee also worked in another role.
  • Add a Pay Rate (to add a new rate that's not presently listed).
  • Add an allowance/pay item (to add an item that isn't presently listed).

  • Add or remove Deductions - you can do this manually or check out our helpful deductions article for setting up deductions.
  • Reimbursements (if your business uses this otherwise it won't appear).
  • Superannuation contributions i.e. Salary Sacrifice, Employer Additional Super Contribution etc. 



  • Entitlement accruals. These amounts can be adjusted if needed.
  • Totals (tax may be overridden by turning on the toggle).

Once you make the relevant edits, scroll to the bottom of the editing screen and select:

  1. Calculate Totals - This will adjust totals based on your edit. 
  2. Preview Payslip - This allows you to view the edited payslip as a PDF for a final check before saving. 
  3. Update Payslip - When saving your changes, you'll be prompted for a reason for editing the payslip. This will be shown in the Pay cycle History.

      Please note: If the tax has been overridden, do not Calculate Totals as this will reset your edit. In this case, select Preview Payslip to review then Update Payslip.

Once you process the payslip (see the To process draft payslips (generating payslips) section) the new ABA file will be available and the employee will see only the updated payslip in their Employee App.

  Please note: Processed payslips cannot be deleted. However, the editing process above will replace the payslip that was processed if needed.

Editing payslips vs Creating adjustments (Key differences)- video

Edits can also be done after the payslips have been processed, check out our helpful video to see which option (editing the payslip or creating an adjustment) is going to be most relevant depending on the change you'd like to make.

Want to know the differences between editing a payslip or creating an adjustment? Here are some handy tips:

  • Editing payslips:
    • Can be done before or after pay has been run.
    • The ABA file is automatically created.
    • This updates the current payslip, employees will only be able to access the current version.

  • Creating adjustments:
    • Can only be used after payroll has been processed.
    • Retains the original payslip and creates a new adjustment payslip.
    • You have the ability to use negative amounts.
    • Provides an audit trail of the changes made.
    • Sits as a draft payslip that you will need to generate.

  For more detailed information, watch our short video (5 min) below, we explain more at the 1 min mark.

Shortcut to the Award Test page for an employee- View Breakdown

You can view the Award test page for a specific payslip when in Pay > Draft Payslips.

To view the award results for a specific payslip:

  1. In Pay > Draft payslips tab, select the payslip that you would like to review.
  2. Select the Actions button and choose View breakdown. This is a shortcut to the Award test page for this specific employee.

  3. Click anywhere below the heading row to expand the breakdown. Hover over any of the timeframes to see more details, check out more about the Award test page here.

Viewing payslip totals

If you want to view your payslip totals quickly you can do so by viewing the totals at the bottom of your Pay page. 

You have the option to view the totals for your:

  • Draft or Processed payslips.
  • All payslips (no filters)
  • Or, use your filters to view the totals for your relevant Employment Types, Office Codes or Operations (filters under your Period Ending date picker). 

Adding an employee comment or note on payslips

foundU loves comments so we have given you the ability to add a note to all employees, or a comment to a single employee on a payslip!

What's the difference between a comment and a note you may ask? Not much really, just how you apply them in your platform!

A comment is applied directly to an individual employee's payslip

  • This will only apply to an individual employee.
  • The comment will only appear on one payslip and not on future payslips.
  • Read here for more detail on this process.

 

A note is applied per Office code

  • This will apply to all employees on that office code.
  • The note will stay on all payslips for that office code until you delete it. I.e. Next pay cycle if you wish.
  • Read here for more detail on this process.

Both Payslip comments and Office code notes will be helpful to communicate to employees about:

  • EOFY processes (all employees)
  • Why payslips are displaying differently from how they have been in the past
  • Notes about changes in rates of pay due to annual minimum rate rises.
  • Why an individual has had a deduction or change made to their payslip.
To process draft payslips (generating payslips)
  1. Navigate to Payroll > Pay.
  2. Under the  Draft Payslips tab, select the Period Ending date you wish to process pays for and any other filters.
  3. You have the option to
    • preview payslips (green ID button)
    • edit payslips details (Action > Edit)
    • view timesheet data (timesheet ID) and calculations
    • export pay data to run checks (Bulk Actions > Export)
  4. To process payslips you can either click:
    1. Generate Selected Payslips (using the check boxes next to each employee), or
    2. Generate All Payslips.

  5. This will now generate payslips (which will go into the employee's portal and produce an ABA file.



    Please note: if your business uses batching you will also see your batching options at the top.

  • Once generated, the payslips will appear under the Payslips tab. The ABA history button is also here to view and download your ABA.
  • You can also email payslips to employees via Bulk Actions, Email payslips to all filtered. This is optional as employees can see their payslips (once processed) from their Employee App.
    Payslips that are emailed to employees are marked with an envelope icon next to the Status column. Hovering over the email icon will display the email send details.
Reprocessing draft payslips

You have the ability to reprocess the timesheets associated with draft payslips. 

  • Reprocessing payslips will remove any manual edits made to payslips.
  • You can reprocess to update payslips with a new interpretation, tax tables, or pull-through new deductions. 

  Note: updates made to a tax declaration will only apply to a reprocessed payslip if the updated date is within the pay period.
For example, if the tax declaration is updated today (15th March) but the pay period is for last week (period end 13th March) then it will not be updated when the payslip is reprocessed.

  1. In the quick menu navigate to Payroll > Pay
  2. Ensure the Draft Payslips tab is selected.
  3. Select the relevant Period Ending and filters.
  4. Either select a specific employee's pay cycle or tick all (using the check box to the left of each employee). 
  5. Click Bulk Actions, and select Reprocess select paycycle or Filtered (depending on your selected criteria). 

The payslips will now be updated with the latest changes.

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