Process a pay run

You have everything you need to process a payroll. From calculating pay to printing payslips, you can do it all in just a few steps.

In the 2019 tax year there’s an additional step to retrieve RPNs.

  • 1. Go to Summary or Pay Runs, then click Process Pay Run for the relevant pay cycle.
  • 2. Check the pay date is correct. Edit if required.
  • 3. Click Next.
    The Connect to ROS (Revenue Online Services) window appears.
  • 4. Browse to your digital certificate
  • 5. Enter your password.
  • 6. Click Login.
    The service checks for RPNs and displays the details of any RPNs.
  • 7. To import the updates in the RPNs, click Next.
  • 8. Select an employee whose pay details you want to review or edit.

The information you entered for the last pay run automatically appears. If the payment and deduction values are the same for this pay run and the information is correct, proceed to step 13.

  • 9. To edit or enter payment details, do one of the following:
Enter a payment value Depending on the type of payments you have, enter either the hours and rate. Or, if it’s a salary payment, just the rate.
Add an existing payment If you’ve set up a new payment and need to add this to the employee’s pay this pay run, click Add Payment, then click the required payment and enter the relevant amounts.
Add a new payment If you need to use a payment that’s not already set up, click Add Payment, then click Add a new payment and enter the relevant amounts.
Remove a payment To remove a payment you don’t want to use for the current pay run, click the discard button next to the relevant payment.

Note: This doesn’t delete the payment type.
  • 10. To edit or enter deduction details, do one of the following:
Enter a deduction value If applicable, enter the amount of the deduction.
Add an existing deduction To add an existing deduction to the employee’s pay in this pay run, click Add Deduction, then click the required deduction and enter the relevant amount.
Add a new deduction If you need to use a deduction that’s not already set up, click Add Deduction, then click Add a new deduction and enter the relevant amount.
Remove a deduction To remove a deduction from an employee’s pay in the current pay run, click the discard button to the left of the deduction.

Note: This doesn’t delete the deduction type.
  • 11. If you don’t want to pay this employee in the current pay run, click the Do not pay check box.
  • 12. Repeat steps for each employee whose pay details you want to review or edit.
  • 13. To proceed, click Next.

A detailed overview of the pay run appears. You can open a detailed report to see a breakdown of the amounts calculated. You can also view draft payslips for each employee. Read more >

  • 14. Once you’ve confirmed the pay values are correct, click Complete Pay Run.
    The Connect to ROS (Revenue Online Services) window appears.
    You must ensure that your pay values are correct as corrections aren’t currently supported.
  • 15. If you’re sure the pay values are correct, enter your ROS Digital Certificate details.
  • 16. Click Confirm.

When you click Confirm this sends your Payroll Submission to ROS and if you have Sage Business Cloud Accounting, posts your staff payments.

  • 17. Choose to print or email your payslips:
  • To print a particular employee’s payslip, click the PDF option beside their name.
  • To print all employees’ payslips, click Export All PDF Payslips.
  • To email an individual employee, click the email option beside the employee’s name. Then update the email message if necessary and click Send Email.
  • To email payslips to all your employees, click Export All Payslips then click Email Payslips. If necessary, update the email message, then click Send Email.