The video below shows how to process a retro active correction in a previous period. In the remainder of the article the steps are also explained:
For a textual description, follow the steps below.
If an employee had a wrong payment in a period that already has a run, then you can correct the payment. Go to the 'Explorer' tab and select a company or employee where you want to make the correction. Then click on the period at the top right of the screen to change this.
Change the period
Change the period to the period from when the retroactive correction has to be implemented. Then click on 'Change'.
Open the padlock
Click on the padlock.
Change the details
Enter the correction/change/adjustment for the company or the employee. As an example, this employee gets a variable wage component. The effects of the changes are automatically included in the next run.
- Any effects of for example a salary raise on payments that depend on the value of the salary, like the value of vacation days or sick days, are
calculated on the correction payslip.
- Any taxes that should be paid for the salary raise and its effects are calculated in the payment period.
1. Go to the company.
2. Go to the 'Payroll Processing' tab.
3. Go to the 'Run' dashlet and click on 'More'.
Click on 'Run'.
In the company run popup you see the payment period. The values of the normal run are always paid in the period of the run. If you run a 'correction only', then you can choose when you pay it: next period or current period.
If at the end of period 1 an employee got a salary raise for period 1, after he already got his salary paid, then you can handle it in 3 ways:
1. The salary raise is paid in period 2 and you'd like to pay it together with the normal salary of period 2. Create a 'normal + correction' run. This
run has payment period = 2. The taxes are calculated in period 2.
2. The salary raise is paid in period 2 and you'd like to pay it before the normal salary of period 2. Create a 'correction only' run that has
payment period = 2. Note that the taxes are not calculated, because it's a payslip for period 1. The taxes are on the payslip of period 2 that still
needs to be created.
3. The salary raise is paid in period 1. Create a 'correction only' run that has payment period = 1. The taxes of period 1 are calculated as if
the salary raise was on the normal payslip in period 1.
Merge run: correction runs can be merged into a normal run if all runs have the same payment period. If any runs are not mergable, then the merge option isn't available.
The Wage tax declaration will be automatically corrected with the next return to be sent. Any taxes that should be paid for the salary raise and its effects are calculated in the payment period.
Change the period
The retroactive run has now been executed, click on the period to change this to the current period and click on the padlock to close it.
Click on 'Current Period' to go to the current period. Then click on 'Change'.
Calculating negative corrections
When you execute a retroactive run with a negative payment for the employee, you can process this as retroactive only. Make sure that the employee has agreed to pay the overpaid amount himself. This cannot be deducted by Visma Nmbrs from the employee via the regular payment file.
If this employee is still in service and this has to be included in the next payment , this retroactive correction can be included with the next run. The correction amount will then include the positive amount.
Journal entry with correction (empty lines)
The Salary documents will reflect the corrections. The journal entry 'company' will get a correction journal entry, which shows exactly the same wage codes as the period for which the correction is made. Journal entries may therefore contain empty lines, as nothing has been corrected for these wage codes.