Disbursements#

Creating a Run Type#

1. Open the Run types tab and click New run type
2. Fill in the dialog
   Code

   A short unique code for the type.

   Name

   What people will see when picking the type.

   Computed source

   How the amounts are worked out. Leave it as None (manual / import) if lines are typed in or imported from Excel. The built-in sources are Flat amount to a group of employees, Perfect Attendance incentive, PQD reward, and Title allowance with Fringe Benefit Tax.

   Default tax treatment

   See Tax Treatment below.

   Debit account / Credit account

   The accounts used in the journal. The debit side is split by cost centre.

   Active

   Whether the type is in use.

Adding Lines#

While the run is Draft or Computed you can build the list three ways:

• Add line — pick the Employee and enter the Amount, Tax treatment, Memo, Reference and Cost centre (blank means the employee's department, else branch). Untick the paid-to-employee box to record an accrual-only journal line that is not paid out.
• Import Excel — download the template and fill in Employee Code, Amount, Tax Treatment, Memo, Reference and Cost Centre. If any row has a problem the whole file is rejected with the row numbers, so nothing is half-imported. You can choose to replace lines imported earlier.
• Compute — for types with a computed source, the system creates the lines for you. Changing a computed amount by hand asks for a reason, and the line is marked as overridden and keeps your amount when the run is recomputed.

Removing a line asks for confirmation. Computed fringe benefit lines cannot be removed or changed (except the memo and cost centre); change the Fringe Benefit setup and recompute.

Checking Before Approval#

Under the next step, red issues block approval and release (the Approve button stays disabled) and amber issues are worth checking. Each one says how to fix it.

• Blocking: no payable lines; an employee no longer in the company; the same employee already paid in another live run of the same type for an overlapping period.
• Warnings: an inactive employee; a possible duplicate line; incomplete bank details (paid through the cash list); de minimis lines treated as fully exempt; a taxable or Other benefit payment that no remaining payroll will withhold tax on.

A deliberate second payment can be accepted with Acknowledge duplicate (Approve permission, reason of at least 5 characters). The issue turns into a warning that records who acknowledged it and why.

Approving and Releasing#

1. Click Compute (if the type has a computed source)
2. Review the lines and click Approve

   Needs the Approve permission. The person who computed the run cannot also approve it, unless they are a top-tier account; the page then says it is waiting for another approver. Use Reopen to go back and change lines.

3. Export the payment files

   Once the run is Approved or Released, the page offers one bank file per bank (for example RCBC or BDO) for employees paid by bank, a Cash list for employees without a bank account, and the Journal, split by cost centre. The journal is an export for your accountants; nothing is posted to the ledger.

4. Click Release when the money has been paid

   Needs the Release permission. A confirmation says what releasing does; afterwards the run can only be cancelled.

Cancelling a Run#

Click Cancel run and give a reason. If the run was already Released, the lines are removed from the employees' taxable income and the pay year's open payroll computations are flagged for recompute, but money that was already paid is not reversed. You must handle that separately.