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Options for entering pays more than two years ago?

JoeW

AccountRight Premier AU 2021.5.2

Is there any way to enter pays older than the current or previous financial year, specifically in 2018/19?

I know there's a two year limit so this can't be done directly. Can it be worked around?

For example can I restore from an earlier year, enter the pays there, export the transactions, and reimport them into a current backup? Or will AR detect the current financial year no matter which backup I'm working from?

Or for example can I check out the file locally rather than working in the cloud, change the system date, enter the pays, reset system date, and check the file back in?

Or my third idea and I'm out on a limb here, manually create a file that looks like exported transactions (or edit an export of actual pays), and then import that file?

I'm out of ideas after these three and I'm hoping people can tell me "no don't even bother trying, that won't work" before I start messing around with things...

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Steven_M

Hi @JoeW

To address your concerns around payment summaries and reporting. Yes, if you did record a payroll transaction outside of the payroll module this would not appear in the payroll reports (which will pull from the payroll transactions and the card history).

Although, if you were to generate a payment summary for that period as you did need to be in that financial year to produce those payment summaries (i.e. have a restored a backup of the file), you could enter those pays or manually amend the payment summaries - Step 7: Review the Payment Summaries.

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So, you would need to keep a record of what does need to be adjusted so that if required you can reproduce those payments summaries with the updated information.

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JoeW

That's all very useful, thank you.

I'm concerned about the Payroll module being oblivious to changes entered as general journal entries. That seems to imply that MYOB couldn't issue an amended Payment Summary (for the years that used them) or even show me correct numbers in the various Payroll reports?

I could in principle issue a manually generated Payment Summary and I know how to issue an amended EMPDUPE file (for the years that used them), but I'd be nervous doing so without MYOB being able to tell me the correct YTD numbers for amended payslips and for the Payment Summary. I suppose in principal I could access those numbers through GL reports, yes?

Steven_M

Hi @JoeW

Payroll transactions can only be entered for the current and previous payroll years. As such, you wouldn't be able to record those transactions as payroll transactions in your company file.

My recommendation would be to enter the transaction as a general journal entry or spend money for that older pay. This would ensure that the accounts are impacted so you have the overall outcome of recording those pays. Although, as the transaction is not a payroll transaction recorded by the Payroll module they would not show in the Payroll reports and employee card history - something to consider if you are needing to review older payroll information.

In theory, you could export out the payroll transaction from a company file that had them and then import it back into the company file. However, you would only be able to export those transactions out as the transaction journal entry and import them as a journal entry. Therefore you are not really gaining a lot going down that route as it would give you the same result, potentially only saving some time. Best to just bite the bullet and enter the transactions manually into the file as a general journal entry or a spend money.