Payroll process explained step by step

The current month is complete, so now it's time to process the final payroll run.

To do this, go to the reporting journal where the items from SwissSalary EasyRapport are to be imported.

Under the heading ‘Related’, you will find the section ‘Functions’ and then ‘Get EasyRapport Entry’.

 

Field name

Description/Example

Accounting authorized from/to

When importing data, the period currently being processed is always closed.

 

For example, if you are processing the month of May xx, this data may no longer be processed by SwissSalary EasyRapport. Therefore, set the ‘Accounting authorized from:’ field to 01.06.xx, and the ‘Accounting authorized from/to:’ field will automatically be extended based on the settings in the EasyRapport settings.

Execute Synchronization

When this slider is activated, the EasyRapport transfer is performed when items are retrieved. (Recommended)

 

Activating the transfer writes all items to the so-called import journal*. This table is filled with each transfer.

Transfer Entries to Journal

To transfer the items to the corresponding Management Rapport Journal in SwissSalary, this slider must be activated.

Approved Entries Only

If this slider is active, only the items approved in SwissSalary EasyRapport will be transferred to the journal. This function is intended for use when, for example, expenses that have already been approved are to be imported and taken into account in the payroll run on account.  We do not recommend using this function for processing the final payroll run. Please therefore refer to the section Control options during payroll run

Key Date

Here, you enter the date by which the EasyRapport items should be imported.

 

To return to the example above, if you are processing the May payroll run, the entry here should be: 05/31/xx.

 

Once all settings have been made, you can start the import by clicking ‘OK’. All EasyRapport items will then be transferred to the journal you are currently in.

The journal is assigned when the EasyRapport group is set up. This means that if there are several EasyRapport groups assigned to different journals, the above procedure must be carried out separately for each journal.

 

Once the import has been successfully completed, the number of imported data records is displayed at the end.

 

Important information:

 

*Import journal

The import journal contains all EasyRapport data records that have been synchronized by the transfer but have not yet been transferred to the reporting journal. During transfer to the reporting journal, the individual items are checked for errors.

 

Error messages

If you receive an error message when retrieving items, the data import will be interrupted. This means that not all items from SwissSalary EasyRapport will be transferred to the SwissSalary payroll journal. Therefore, check each error message carefully. In many cases, the incorrect data records can be corrected in the import journal.

 

You can find a description of the most common error messages and their solutions in our SwissSalary EasyRapport FAQ.

 

Missing key date

If no key date is set, all items already entered in SwissSalary EasyRapport and not yet posted will be transferred to the reporting journal. If this is the case, the excess data imported into the reporting journal must not be deleted under any circumstances. Items that have been transferred to the reporting journal and have not been changed again in SwissSalary EasyRapport will not be imported again. The excess items imported can remain in the reporting journal, as the document date is always taken into account in payroll accounting. This means that holidays with a document date in August will only be processed by the system in the August payroll run.

 

Important: When you start the data import, a warning message will appear if the ‘Key date’ field is not filled in.

 

Final payroll run without importing SwissSalary EasyRapport items

If there are still records with document dates for the selected payroll period in the import journal, you will be notified of this by a warning message when you run payroll. Data that is still in the import journal is not taken into account for payroll accounting. This can result in the items disappearing from SwissSalary EasyRapport after payroll accounting. If this is the case, please contact our support team to restore the data.

 

Important information at the end/beginning of the year

Please refer to our Year-End Processing Manual. You can find it using the search function under Dokumentation. (No direct link to manual, as it is updated annually.)