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Finalise a pay run in QuickBooks Online Advanced Payroll

When you have finished making changes to your pay run, you can finalise it.

Finalising the pay run makes the data in your pay run available in reports and also allows payslips for the pay run to be visible to employees from the employee portal. It also exports an automatically created journal entry into QuickBooks similar to the pay run.

To finalise a pay run you need to:

  1. Open the pay run you wish to finalise.
  2. From the Actions tab click the Finalise Pay Run button.

In the dialogue that drops down:

  1. Enter the Date Paid.
  2. Select the HMRC submission option.
  3. Select Payslip options.

Note: The system will remember these options selected for payslips moving forward, if you need to change these you can do so at this step at any time when finalising the pay run.

Once the pay run is finalised the pay run will be locked.

Should you need to edit the pay run you can unlock at any time by selecting the Pay Run Actions tab in the pay run, then select Unlock.

Once you select Unlock, ensure your changes/corrections are made and then select finalise to refinalise the pay run.

Note: You cannot unlock/rollback a pay run that has had a pension submitted through PensionSync. If you need to make amendments, you can do so in the following pay period.

You can double check that everything is calculating correctly by using HMRC's PAYE and NI calculator.

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