| | How editing a pay run affects other parts of your payroll |
| Description | There will be times you need to edit a completed pay run in Sage Payroll. It's important to understand how any changes impact other parts of your payroll. You need to update some parts of the payroll yourself with the edited values. Here we explain how a correction affects: - Payslips
- RTI submissions
- Pension submissions
- Journals sent to your accounting data
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| Resolution | ▼PayslipsIf you edit a completed pay run, you may want to give your employees a new payslip. To print or save the payslip: - Select Pay Runs.
- Choose the relevant period.
- Under Employee Pay Breakdown:
To Print/save a single employee payslip - Next to the employee’s name, select   .
To Print/save all employee’s payslips - Select Export All Payslips and then select PDF payslips. - Using your Internet browser options you can print or save the payslips.
- Repeat this process for any pay run you’ve edited.
Example browser download and print options  
▼Online payslipsIf you edit a completed pay, you should the publish the new online payslips. If the publish date has passed, republish the payslips for the employees that you edited. - Select the Summary tab. Select the Online Payslips section.
- A warning icon displays the following message:
 - Select Publish Payslips.
- The edited payslips upload. They replace the payslips already uploaded.
▼Pension submissionsYou may edit a completed pay run after you have submitted pension data to your pension provider. In that case, you may then need to submit a corrected file. The steps you need to take will depend on your pension provider. NESTYou can't send another submission from Sage Payroll. You can cab either: - Enter the new values manually on the Nest portal
- Download and upload a corrected pension file to the NEST portal
For more information, read Submit pension data to NEST - Online submissions. Smart PensionSmart Pension don't accept resubmissions of pension contribution files for the same period. - Your next submission includes the differences between the original and edited pension values
For more information, read Submit pension data to Smart. Other pension providersYou should use the same process as you did for the original upload. This could be: - A PAPDIS CSV file that you upload to the providers online portal
- Manually enter the values on the providers portal
For the steps to generate a PAPDIS file read our Set up a custom pension scheme article. If you have problems with the upload of the file or updating the values on your pension providers portal, you must speak to your provider. ▼RTI SubmissionsFull Payment Submission (FPS)If you edit a completed pay run after submitting the FPS, Sage Payroll submits a new FPS automatically. This happens once you Save your correction and select Confirm. You don't need to take any further action. Employer Payment Summary (EPS)As the EPS is cumulative, any changes appear in the next EPS submission. There’s no specific action required. Read our article Employer payment summary (EPS) submissions and P32 payments. ▼Journals to Accounting software You can send or upload Salary Journals to your accounting software. The changes you have made in Payroll, and how you deal with corrections, depends on which method you use. ▼If you use Sage Accounting and have enabled Payroll integration With this method, the information sends to Sage Accounting automatically. When you edit a pay run, the correction will show in Accounting the next time you process a pay run. If you don't want to want until the next pay run, you can post a manual journal. You must then delete the automatic posting when you process the next pay run to avoid duplications. ▼If you use Salary Journal reports After editing a completed pay run, you can run the Salary Journal report again. This doesn’t show the difference between the original figures and the new edited figures. It shows all the figures for the period after the correction.  CAUTION: If you have already uploaded the original report, uploading the new one will duplicate the information.
▼Make manual adjustments The ledger accounts below are the default ledger accounts used in Sage Accounting. Check your ledger in Sage Accounting. Select Settings, Business settings, then Chart of Accounts. To check the default bank account in Sage Accounting select Settings. Select Payroll integration.
If Post employee wages to liability account shows as selected: - Use the ledger account for Net Wages (Usually 2250) instead of the bank
If you're unsure of the ledger accounts to use, refer to your accountant for advice.
If you use different accounting software, refer to software support for that product. Add a journal to reverse a correction payment- Select Adjustments, then Journals, then New Journal.
 NOTE: In Accounting Start, select More. Select Adjustments, then New Journal. - Enter a reference.
- Enter the same date as the edited pay run.
- Enter a description for this journal.
- Clear the Include on VAT return check box. Not included on the VAT return.
Enter a journal entry for the correction value to the following ledger accounts. | Ledger | VAT | Debit | Credit | | Bank (1200 or the default for Payroll postings) | Unchecked |
| Value | | Employee costs/Employee wages and salaries (usually 7000) | Unchecked | Value |
| Add a journal to reverse a correction deduction- Select Adjustments, then Journals, then New Journal.
NOTE: In Accounting Start, select More. Select Adjustments, then New Journal. - Enter a reference.
- Enter the same date as the edited pay run.
- Enter a description for this journal.
- Clear the Include on VAT return check box. Not included on the VAT return.
- Enter a journal entry for the correction value to the following ledger accounts.
| Ledger | VAT | Debit | Credit | | Bank (1200 or the default for Payroll postings) | Unchecked | Value |
| | Other deductions (usually 7009 or 7050) | Unchecked |
| Value | If any changes refer to a previous tax year, read Correcting errors after year end. |
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