[PR] How can I edit timecards for employees that have already been paid?

In some cases, it may be ok to edit timecards after an employee has been paid.

There are two options for making adjustments to timecards that have already been paid

Option 1 - If the pay period is still open:

1. Print payroll register.

2. Open a PR Timecard Entry Batch for current pay period

3. Go to File, Add Timecards

4. Once in the Add Trans to Timecard Batch form, leave the Option to 'Add timecards from the current Payroll into your batch' checked

5. Select the Employee and make sure that you UNCHECK the box that reads 'Exclude timecards if Employee/Pay Seq # is paid' box (otherwise timecards will not add to batch)

6. Then Add to Batch.

7. Once in the batch, make the necessary corrections (verify that the information you changed didn't change the rate the employee was paid). Upon saving the record, you will receive the following warning message that the employee has been paid - this is only a warning. 8. Post the batch.

9. Process the employee in PR Employee Pay Seq Control.10. Verify that the values in the Processed Totals match the Payment Amounts. If not, refer to your PR Payroll Register and make any necessary adjustments on the Deduction tab and reprocess employee. If the difference is in the Earnings, you will need to pull the timecards back into a PR Timecard Entry Batch and make corrections there, then reprocess employee in Employee Pay Seq Control.

11. Once the Processed Totals match the Payment Amounts, re-run the PR Ledger Update.

Option 2: If the pay period is closed:

1. If the Pay Period is closed, you can either create a one-day pay period just for the adjustment or add a new payment sequence to your current pay period if you have a NEW pay period started in PR Pay Period Control. 

2. Go to File, Add Timecards

3. Change the option to 'Initialize reversing timecards from another Payroll'.

4. In the Reversing Entries section, you will need to enter the Pay Period Ending Date that the error was made in. Enter the new pay sequence in the Post to Pay Seq field.

5. Then enter your Employee number and Add to Batch. This will bring in the original timecard with negative hours and earnings.
   Caution: make sure to select the correct pay sequence when generating the reversing timecards. It should be the new sequence you just added in PR Pay Period Control. 

6. Repeat steps 3 through 5 for the SAME employee. Now you will have two sets of timecards in the batch for the same employee. (This is optional you can enter new timecards to the other new pay seq if you prefer)
7. Make the corrections on the second set of timecards and remove the negative from the hours, this should recalculate the amount to a positive.
8. Verify that the rate did not change.
9. Process Batch - the Employee's Hours and Earnings should net to zero.    
10. Go into PR Employee Pay Seq Control and Process the Employee. Everything should net to $0.  
11. Change the Pay Method to X-No Pay and Enter in a Paid Date and Paid Month, Save and Process again.

12. In PR Pay Period Control, change the PPE status to close and click YES to run the ledger update