Control options during payroll run

This section describes some control options that may be useful when settling the payroll run.

As already mentioned, we recommend always transferring all items to the reporting journal when ‘Get EasyRapport Entry’, including those that have not been approved. The items that have not been approved can be checked after importing them into the reporting journal by preparing the ‘Visa Control’ report (Reporting journal - Reports). The payroll run does not need to have been settled yet for this.

Field name	Description/Example
EasyRapport Import	The import journal of the corresponding client is checked for unvised items.
Only EasyRapport Data	The EasyRapport data in the reporting journal is checked for unallocated items. Unposted holidays are not taken into account.
Detail	When you activate the details, the report lists the individual items for each employee. Without activation, one line per employee is listed with the number of unchecked items.
Only Active Employees	Only data from currently active employees is displayed.
None of the options activated	One line is listed per employee with the number of unchecked items. The EasyRapport data and unbooked holidays are taken into account here.

Important: If unapproved items that have already been posted are subsequently approved, you will receive a message during the next payroll run asking whether the already posted wage items should be updated. This message can then be confirmed with ‘Yes’.

The EasyRapport Card gives you a quick overview of whether all items have been imported from EasyRapport (or another time tracking tool) or whether all employees have recorded their hours. You can find the option to ‘Print EasyRapport Card’ in the reporting journal under - Related - Function. You can prepare the EasyRapport Card without settling the payroll run.

Field name	Description/Example
Sort Key	Criterion determining the order in which the respective EasyRapport cards are processed.
End of Month	Enter the last day of the month to be evaluated.
Choice Field 1	Option to display stored data from Employee card.
Choice Field 2	Option to display the balance of the selected time type in days or hours
Comments	Printing of manually adjusted wage type texts or texts entered by EasyRapport.

The ‘Management Rapport’ provides you with the same overview. You can find this, for example, in the open payroll runs via Reports - Print - Management Rapport or via Employee List - Payroll List - Management Rapport. With the Management Rapport, you also have the option of sending it to the respective employees via SwissSalary Direct.

Both the ‘EasyReport Card’ and ‘Management Rapport’ reports can also be used without a connection to SwissSalary EasyReport. The only requirement for preparing the reports is the posting of daily time entries.

By evaluating the list of Scheduled vs. Comensated Hours Difference between Scheduled Time and Compensated Time, you can accurately determine the difference in hours between Scheduled Time and Compensated Time per day and employee. You can see at a glance which time types (work, illness, vacation, public holidays, accidents, etc.) caused the differences. This control option can only be used if there is an open payroll run.

At the end of each month, a summary is generated showing the total Scheduled Time and Compensated Time, and difference hours. At the end of the evaluation, you will also find the flexitime and overtime balance by date.

Field name	Description/Example
Date from/to	Enter the period to be evaluated. This can be freely selected.
Layout	- Day: The data is listed per employee per day. - Employee: Summary of Scheduled Time and Compensated Time for the desired time period per employee.
Week Control (Verwendbar zusammen mit Layout 'Tag')	Enter the maximum weekly working hours. Difference between the manually entered value and the Compensated Time per week.
Only Days with Scheduled Hours	Only actual time entries with a Scheduled Time are displayed. Reported hours without a Scheduled Time (compensation and advance days, Saturdays, and Sundays) are not listed.
Only Days with Difference	Only actual time items that differ from the Scheduled Time are displayed.
Export to Excel	The entire evaluation can be transferred to Excel.

Note: This evaluation requires that the work Calendar is used and that all working hours and absences are reported.