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# QRG Create Payroll Calendar & Calendar Periods
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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.
## Steps
### Create Payroll Calendar
To create a Payroll Calendar record, follow the steps below:
1. Click on the **App Launcher** icon. (See
Figure 1)
2. Go to the **Schedules** object by using the
Search function. (See Figure 2)
3. Open the required Schedules record with the record type of **Pay Schedule** . (See Figure 3)
4. 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)
5. Choose the record type of **Payroll** and click **Next** . (See Figure 5)
6. 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**
7. 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.
8. Click on the **Save** button.
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.
9. A new Payroll Calendar record has been created. (See Figure 7)
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)
2. You will see a confirmation message saying ‘A job has been successfully initiated to create the
Calendar Periods’. (See Figure 9)
3. Click on the **Return to Calendar** link below the confirmation message.
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.
4. 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)
5. The **Status** of the Calendar will be updated to Active.
6. Click on **View All** button to see a full list of the 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.
### 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.
## 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.
## Further Information
| Document | Document Type | Description |
| ----------------------------------------------------- | ----------------- | ---------------------------------------------------------- |
| QRG Create Payment Schedules | Task Instructions | How to create a Payment Schedule |
| QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment for autopay Employees |
| QRG Create an Assignment - Temp | Task Instructions | How to create an Assignment record for Timesheet Employees |
| QRG Creating and Maintaining Public Holiday Calendars | Task Instructions | How to create and maintain a Public Holiday Calendar |
