Steps for Payroll Day

Follow these steps in this topic before running payroll in SuitePeople or Infinet Cloud to make things smoother and cut down on after-payroll adjustments.

The Percent Approved Report

• Run the WFM Percent approved report Go to Reports > Shifts > Percent Approved.

• This report identifies the % of processed or approved shifts for each location.

Note:

It's best to have managers approve time daily. The schedule should be 100% processed or approved before you process payroll.

Locking Periods

After all shifts are approved, lock the scheduled weeks. This action stops any previous time approvals from being changed after processing.

If approved hours need to change, managers will need to talk to someone with Finance Coordinator access or higher in WFM to unlock it. WFM keeps a record of who locked and unlocked the time period for auditing.

To lock a time period:

1. Go to Workforce Management.

2. Click the Shifts tab.

3. Select Lock Periods.

4. Click +New locked period.

5. Fill in the Start and Finish dates for the period you must lock in.

6. In the Locations section, from the Available Choices panel, select the locations you need to lock. If you want to select all states, click Choose All.

   To move your selections to the Chosen Items panel on the right, click the blue right arrow symbol in the middle of the panels.

   If you want to clear your selected items, click Clear All.

Payroll Preview

After you've done all that, you're ready to start processing payroll.

• Go to Workforce Management. Click the Process Time with NetSuite subtab.

• When the window opens, set up the info you'll use for processing.

• Select the date range.

• Processing will default to ‘All active locations’. If different locations are on different payroll schedules, the Locations can be filtered out by clicking on the filter icon to the right.

• Click Fetch staff with shifts. You can filter the list according to duration, locations, and employees.

• An export summary will show the number of exportable shifts and the total hours being processed or pushed into SuitePeople.

• Below the summary, you'll see a preview of all staff being processed or pushed, along with their hours.

• To see more details about an employee's hours, click their name. The window will expand to show dates, hours worked, locations, payroll items, workplace, rate, and total cost for the shift.

  In the following example, there are 6 hours of normal time at a rate of $18/hr for 6 hours along with an overtime rate of $27/hr for 1.21 hours.

  Date	Departments	Locations	Payrol Item	Workplace	Hours	Rate	Total
  Wednesday, June 30, 2021	—	AK Coffee	Normal Time	AK Coffee	6.0000	18.0000	108.0000
  Wednesday, June 30, 2021	—	AK Coffee	OT 1.5	AK Coffee	1.2167	27.0000	32.8500

  If the Payroll Item isn't showing here, you can set it up. For more information, see NetSuite Payroll Item (SuitePeople/Premier Payroll) not appearing in the export preview

• Below the details, you'll see a summary of the approved shift, any notes, and who in WFM approved it. The summary includes:

  • Location

  • Start

  • Finish

  • Length

  • Job

  • Notes

  • Approver

• When you're ready to push your hours for pay, scroll up to the Export Summary window and click Push.

• WFM will begin the push process and you will see a progress menu appear. When it's done, WFM will show you a summary of the shifts that were pushed to SuitePeople.

• Click Acknowledge. Your payroll processing is done.

Reviewing Exported Data in NetSuite

After the data is pushed into NetSuite, review it. You should set up a saved search for a quick overview.

For tips on setting up a saved search, see Setting Up a Saved Search to Review Time Exported to NetSuite

Deep Analysis and Validation - Approved Hours Report

If you need extra analysis or want to check things like automated overtime in WFM, or if you need to manually enter hours for a pay item that's not linked, run the Hours report for the pay period.

Go to Reports > Shifts > Hours. When the window opens, select the pay run date range and the right locations.

• In the Shift type field, select Actual shifts.

• In the Employment status section, move the statuses you want to filter from the Available Choices panel to the Chosen Items panel.

After you've picked your filter options, click Preview at the bottom. The columns will show any overtime or other conditions triggered during the selected date range. This report can also list the employee name, job worked, location, and total hours.

General Notices