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Undo & Recalculation

Karen Kirwan
Updated
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This guide outlines the steps to undo and recalculate payroll for selected employees in Accord Payroll for the current tax year.

Introduction 

This guide provides a step-by-step process for undoing and recalculating payroll for selected employees within Accord Payroll within the current tax year. It is intended for payroll administrators who need to correct or update employee pay records after payroll has been calculated.

Steps

Step 1: Create an Employee List for Recalculation

  1. Go to Home > Employee List.
  2. Click General > Add New. A new list will be highlighted.
  1. Enter a name for the list in the highlighted field.
  2. Click Edit.
  3. From the available employees, select the ones to recalculate and click the right arrow to move them to the 'Selected Employees' list.
  4. Click Save and Close.

Step 2: Undo Employee Pay Calculation

  1. Navigate to the Employee menu and click the Undo Calculations icon.
  2. Select the employee by entering their code or using the drop down list.
  3. Choose the payroll period to undo by checking the box next to it.
Note:  All payroll periods after the selected one will also be undone.
  • Click Undo, then confirm by selecting Yes
  • A confirmation message will appear once the undo is complete.
Important:  If multiple employees are selected, you must undo each one individually before proceeding.

Step 3: Change the Payroll Period

  1. Ensure the correct current payroll is set. This is shown at the top of the Accord Payroll screen.
  2. To change it, go to Settings > Payrolls Payroll Definitions > Enter/Adjust Payroll Definition.
  3. In the Payroll Definition screen, select the appropriate Calculation Period.
  4. Ensure Switch 11: Allow Employee List Selection is checked.
  5. Click Save, then Close.

Step 4: Update Employee Records

  1. Navigate to the undone employee record to make changes to the employee records.
  2. Review the Fixed Wage Types and Transactions tabs.
  3. Undoing a calculation restores original entries for the period.
  4. Use the Query button to check for errors and confirm correct payment entries.

Step 5: Recalculate Payroll

  1. Go to Calculation > Start Calculation.

2. Verify: Payroll Code, Pay Frequency, Payment Period, Payment Date.

3. Select the Employee List created in Step 1.

4. Ensure Calculation Mode is set to Payroll Recalculations After Undo.

5. Click Start Calculation.

Note:  If the Employee List dropdown is disabled, return to Step 3 and ensure Switch 11 is enabled.

Final Steps

  • Run Pre-Update Reports,  (e.g., Payroll Run Details).  The Pre-Update reports will only show the re-calculated employees
  • Use the Make Payments function
  • Create Payment Files.  
  • Update Payroll
  • Print and update the Payroll Journal (if used)
  • Run Post-Update Reports
  • Create & Submit FPS

Note:  There is no need to apply the Employee List to generate Pre-Update Reports. Recalculations can be repeated if further changes are needed.

If the employee has left and is not due any payments, follow steps 1 & 2,  Print & Update Payroll Journals and create send the RTI to notify HMRC.


 

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