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Purpose

The purpose of this quick reference guide is to step through the process of creating a Payroll Calendar & Calendar Periods. The intended audience for this document is system administrators.

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Steps

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Create Payroll Calendar

To create a Payroll Calendar record, follow the steps below:
  1. Click on the App Launcher icon. (See Figure 1)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. Go to the Schedules object by using the Search function. (See Figure 2)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. Open the required Schedules record with the record type of Pay Schedule . (See Figure 3)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. On the Schedule record, locate the Calendars panel on the right hand side and click on and then click on the New button. (See Figure 4)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. Choose the record type of Payroll and click Next . (See Figure 5)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. Populate the following required fields to provide the base details of the Payroll Calendar record: (See Figure 6)
    1. Name
    2. Start Date
    3. End Date
    4. No. Days Payroll Date after End Date
    5. No. Days Payment Date after End Date
    6. Payment Entity
    7. Pay Schedule
    8. Default Payee Aggregate Dates
  2. Populate the following optional fields as needed:
    1. To kick off the creation of the Calendar Periods automatically without the requirement to select the button on the Calendar, tick the Generate Calendar Period records checkbox.
    2. To prevent the Status of the Payroll Calendar from being automatically updated by the automatic status update scheduled job, check the Exclude From Auto Update checkbox.
  3. Click on the Save button.
Screenshot from QRG Create Payroll Calendar & Calendar Periods
The Status field needs to be Pending for the creation of the Calendar Periods to work and will update automatically to Active after it has completed successfully.
If the Generate Calendar Period records checkbox is ticked, it will kick off the creation of the Calendar Periods without the requirement to select the button on the Calendar.
One Schedule can cover multiple Payment Entities and multiple Calendars, however when you create Calendars, these must be specific to each Payment Entity.
Calendar Period Creation Failed checkbox will populate automatically if the Calendar Periods failed to create. The field is editable but should not be manually updated by users.
  1. A new Payroll Calendar record has been created. (See Figure 7)
    Screenshot from QRG Create Payroll Calendar & Calendar Periods
    1. To modify an existing Payroll Calendar record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
    2. When complete, click on the Save button.
Payroll Calendar records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
Create Payroll Calendar Periods To create Payroll Calendar Periods within this Calendar record, follow the steps below:
  1. Click on the Create Calendar Periods button. (See Figure 8)
Screenshot from QRG Create Payroll Calendar & Calendar Periods
  1. You will see a confirmation message saying ‘A job has been successfully initiated to create the Calendar Periods’. (See Figure 9)
  2. Click on the Return to Calendar link below the confirmation message.
Screenshot from QRG Create Payroll Calendar & Calendar Periods
If the confirmation message doesn’t appear, the Calendar Periods will not create. If you are not able to identify the issue, please contact your System Administrator or your support team for more assistance.
  1. On the Calendar record page, you will notice that the Calendar Periods have been created and are displayed at the bottom of the page in the Periods related list. (See Figure 10)
  2. The Status of the Calendar will be updated to Active.
  3. Click on View All button to see a full list of the Calendar Periods.
Screenshot from QRG Create Payroll Calendar & Calendar Periods
If the Calendar Periods that have been created are incorrect, have not yet been used in any other records, and need to be deleted, then users should click the Remove Calendar Periods button. This will remove all the Calendar Periods relating to this Calendar, allowing for changes to be made to the Calendar, and then repeat the steps to recreate the Payroll Calendar Periods.
If a Payroll User is unable to create Payroll Calendar Periods, it is recommended the System Administrator confirm the Record Type of Payroll is set as the default Record Type on the Calendar Period Object for their Profile.

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Create Payroll Calendar Periods for longer Periods

To create Calendar Periods after the initial 2.5 years, you will need to follow the steps below:
  1. Change the End Date to be a further 2.5 years from the current End Date.
  2. Click Create Calendar Periods.
  3. Wait and confirm the batch job has successfully finished creating Calendar Periods for that new extended date range.
  4. Repeat steps 1-3 as many times as required.
Note : You are advised to review the Payroll Date on each Calendar Period, particularly when they create a reference to a Public Holiday (i.e. Christmas Day, Anzac Day, etc). These dates can be amended manually directly in the Calendar Period record if required.

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Field Descriptions

Calendar Period Creation Failed (checkbox) indicates that the Calendar Period creation Batch Job failed. Default Payee Aggregate Dates indicates if the Australian standard values should be applied to the Month, Quarter, and Year End dates during Calendar Period creation. End Date is the last date the Calendar Periods will create for this Calendar. Exclude From Auto Update (checkbox) When this box is checked the record will be skipped by the Automatic Status Update scheduled job. Generate Calendar Period records (checkbox) if ticked, will kick off the creation of the Calendar Periods without the requirement to select the button on the Calendar. Name is the name given to the Calendars record that is being created. No. Days Payment Date after End Date is the number of days after the Calendar Period End Date from which the Payment File (i.e. aba file) will be processed. No. Days Payroll Date after End Date defines the number of days after the Calendar Period End Date that the Pay Batch will be calculated. Pay Schedule defines the Pay Schedule that applies to the Calendar. Payment Entity is the related Payment Entity. Start Date is the first date the Calendar Periods will be created from. Status is required to be Pending when the Calendar Periods are awaiting creation, however, will be Active once the Calendar Periods have been created.

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Further Information