This guide will show you how to undo and then re-run employees in Accord payroll.

Undo and re-run employees

There are five steps to undo and re-do a previous months payroll for an employee.

Note: It is advised that all the payslips for the employee(s) that are to be undone are saved and/or printed as this information may be required your records. Once the undo process is complete all the employee pay history for the undone periods will be cleared.

Note: If the undo functionality is used the P32 reports for the previous period may changed and therefore in order to make the correct PAYE payment for HMRC it is advised that a Yearly P32 report should be printed

Click on each step:

Step 1 - Create the employee list and print original payslips/reports for the periods to be undone

Click Settings > Employee Lists

Highlight the General folder and click Add new. Rename the ‘New employee list’ text to something more specific as required.
Then click Edit

Create a list by electing the name of the employee from the left pane and clicking the double chevron button
When complete click Save and then click Close

Step 2 - Undo Employee(s) pay calculation

Click Employee > Undo Calculations

Select the employee to be undone either by entering the employee code or using the drop down list
Select the payroll period that is to be undone by clicking the option box to the right of the payroll period

Note: When a period is selected then all periods after the selected payroll period will also be selected to be undone.

Click Undo and then click Yes to proceed
Confirmation of the action will then be presented

Note: If more than one employee has been selected to be undone then each will need to be undone individually before progressing to the next step

Step 3 - Print journal with all reverse transactions for undone employees

Note: This journal output will include all the reverse transactions for the undone employee(s). If it is not necessary to output a journal then proceed to Step 4.

Click Calculation > Print & Update Payroll Journal
Print the required payroll journal reports
Once the reports are printed click Update Payroll Journal and confirm that the payroll journal is to be updated

Note: If you just want to undo the employee calculations from the system, and you are not required to reprocess payroll for these employees, your next step is to submit RTI to HMRC, proceed to Step 5

If you want to reprocess the calculations for the employees who were undone, you will need to recalculate the employees again with changed data. Please complete Step 4 before moving to Step 5

Step 4 - Re-run employee(s) for the selected payroll period and print new payroll journal

Note: To reprocess the calculations for the employees who were undone, it will be necessary to recalculate payroll for those employees again with the changed data. If, however, you just want to undo employee calculations from the system, and there is no requirement to reprocess payroll for these employees, proceed to Step 5

Ensure that a correct current payroll is set. For monthly employees this is most likely to be MONTH and will be shown at the top of the Accord Payroll main screen.
If required the current payroll can be changed by clicking Payrolls > Set Current Payroll

Select the payroll period that is to be re-run by clicking Settings > Payrolls > Payroll Definitions > Enter/Adjust Payroll Definition
The Payroll Definition screen will be presented Select the calculation period to be re-run by clicking on the Calculation Period drop down list. For example, if you have reversed 3 payslips for an employee (April, May and June), you want to set the pay period back to April, first, before you then do May and then June.
Ensure that Switch 11 – Allow Employee List Selection is ticked
Click Save and then Close

To change the system date, in case your payment date is different to the pay period end date click Calculation > Set Payment Date

Any changes that need to be made to the employees that have been undone can now be made
Check Fixed Wage types and Transactions tabs to see if the wage types entered are up to date as when you undo these will be restored back to the original entries for this period
Use the Query button to ensure that no error messages are generated
Click Calculation > Start Calculation
Click on the drop down on Employee List and select the list created in Step 1

Note: If this option is not available go back to the beginning of Step 4 and ensure that
switch 11 is ticked – Allow Employee List Selection

Ensure that the Payroll payment date is equal to the Accord system date
Select Payroll recalculation after calculations undo
Check that the Payroll code, Pay frequency, Payment Period and Payment day are correct
Click Start Calculation. Only the employees in the list selected will be calculated

Complete all the steps as you would a normal pay run, up to and including updating payroll.

Note: If more than one period has been selected, only the latest period’s RTI submission is needed to be made (Step 5). Run all periods that are needing to be rerun first using Step 4 before proceeding to Step 5

Step 5 - Submit RTI for employee(s) who have been undone and/or recalculated

RTI data will need to be submitted to HMRC in the event you undo employees’ calculations for one or more periods, whether or not you reprocess payroll calculations for them
Ensure that all recalculations have been completed for all periods (if any) for the employees that have been undone and closed payrolls before progressing to RTI. You only need to do one FPS at the end of your processing, even if you are undoing and/or recalculating many periods.
Submit FPS as usually
It may also be necessary to submit an EPS if the YTD figures for recovery amounts (eg SMP, SPP, SAP etc) are different to what was previously submitted in your most recent EPS
Once completed. Ensure the payroll period is correct for the current month. Clicking Settings > Payrolls > Payroll Definitions > Enter/Adjust Payroll Definition, and check the calculation period is the current month.

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Payroll Accord - Undo and Re-run Employees

Undo and re-run employees

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Undo and re-run employees

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