Unlocking a payroll

An approved payroll is locked so that past payslips can't change. When a mistake is found before anyone has been paid, the owner can unlock it, correct it and have it approved again. This guide explains when that is allowed and what Sahora records.

Who can unlock

Only an Owner / Management user (or your accounting firm). Payroll officers, payroll approvers and Finance can't unlock a payroll.

When a payroll can be unlocked

A payroll can be unlocked only while none of these has happened:

• it was released by Finance or the owner;
• its payout file was produced;
• its journal was exported;
• its 1601-C was marked filed.

It also can't be unlocked while a later payroll of the same pay group, or an adjustment run of the same period, has been submitted or approved on top of it. Unlock that one first.

If any of these applies, the payroll page shows "This payroll can no longer be unlocked" with what happened and when. Corrections then go into an adjustment run (see Adjustment runs and back pay).

Unlock a payroll

1. Open Payroll and choose the pay period. The payroll shows as approved and locked.
2. Click Unlock this payroll.
3. Read the explanation, then type why it is being unlocked in "Why is it being unlocked?".
4. Click Unlock, then confirm "Unlock this approved payroll? It becomes a draft again and must be approved anew."

You see "Unlocked. The payroll is a draft again; recompute, then submit and approve it."

What happens when you unlock

• The payroll and its pay period go back to Draft, so the attendance can be changed and the payroll computed again.
• Employees' payslips for that payroll are withdrawn from the portal until it is approved again.
• The people who prepared the payroll and the person who approved it are notified, with your reason.
• The reason, the date and who unlocked it are shown on the payroll page, with the number of times if it was unlocked more than once.
• Before the payroll is reopened, Sahora keeps a copy of each employee's result (totals and lines). Owners see these in the Activity log as "Kept before unlocking".

Then correct and approve it again

1. Fix what was wrong, for example the attendance or an employee's record.
2. Compute the payroll again and check it (see Computing a payroll).
3. Submit it for approval. Another person approves it, as the first time (see Submitting and approving a payroll).

What can go wrong

• "Give the reason for unlocking this payroll." Type a reason; the Unlock button stays off without one.
• "This payroll has been released and can no longer be unlocked. Corrections go through an adjustment run." Use an adjustment run.
• "A later payroll of this pay group has already been submitted or approved on top of this one; unlock that one first." Unlock the later payroll first, or correct through an adjustment run.
• "Only the company owner (or the firm) can unlock an approved payroll." Ask an Owner / Management user.