Steps for Payroll Day

Follow the steps below before conducting the pay run in SuitePeople or Infinet Cloud to streamline the process and minimise after payroll adjustments.

The Percent Approved Report

Run the WFM Percent approved report which can be found by navigating through Reports > Shifts > Percent Approved.
This report identifies the % of shifts actioned/approved per Location.

Note:

It is a best practice to have time approved daily by your managers. The schedule should be 100% actioned/approved prior to processing the payroll.

Locking Periods

After all shifts have been approved, lock the scheduled week(s). This will prevent any previous time approvals from being changed after time has been processed. If approved hours need to be changed, Managers will need to speak with a user who has a Finance Coordinator access or above in WFM to unlock it. A discrete record will be kept of who locked and unlocked the time period for auditing purposes.

To lock a time period:

Go to Workforce Management.
Click the Shifts tab.
Select Lock Periods.
Click +New locked period.
Fill in the Start and Finish dates for the period you must lock in.
In the Locations section, from the Available Choices panel, select the locations you need to lock. If you want to select all states, click Choose All.

To move your selections to the Chosen Items panel on the right, click the blue right arrow symbol in the middle of the panels.

If you want to clear your selected items, click Clear All.

Validating Approved Hours

Payroll preview

Once the above has been completed, you are ready to begin processing your payroll.

Click on the Process Time with NetSuite tab located on the top of the Workforce Management window menu bar.
Once the window opens, configure the information that will be used for processing:
Select the date range.
Processing will default to ‘All active locations’. If different locations are on different payroll schedules, the Locations can be filtered out by clicking on the filter icon to the right.
Click Fetch staff with shifts. You can filter the list according to duration, locations, and employees.
An export summary appears with information about the amount of exportable shifts, along with the amount of total hours being processed or pushed into SuitePeople.
Below the summary you will also be presented with a preview of all staff being processed/pushed to SuitePeople along with their associated hours as shown below.

To drill further into a staff’s hours click on the name of the staff member and the window will expand outlining the dates, hours worked, locations that are associated with the hours, payroll items that time will be posted to, workplace, rate and total cost for the shift.

In the example below, there were 6 hours of Normal time at a rate of $18/hr for 6 hours along with an Overtime rate of $27/hr for 1.21 hours.

Date	Departments	Locations	Payrol Item	Workplace	Hours	Rate	Total
Wednesday, June 30, 2021	—	AK Coffee	Normal Time	AK Coffee	6.0000	18.0000	108.0000
Wednesday, June 30, 2021	—	AK Coffee	OT 1.5	AK Coffee	1.2167	27.0000	32.8500

If the Payroll Item is not being shown here you can set this up by following the instructions in this FAQ: NetSuite Payroll Item (SuitePeople/Premier Payroll) not appearing in the export preview

Below the detailed information you will see a summary of the approved shift along with any notes and who in WFM approved the shift, the summary for the shift includes the following:
- Location
- Start
- Finish
- Length
- Job
- Notes
- Approver
When you are ready to push your hours for pay, scroll back up to the Export Summary window and click on the red Push button.
Once you click on the Push button, WFM will begin the push process and you will see a progress menu appear. Once completed, WFM will present you with a summary of the shifts that were pushed to SuitePeople.
Click Acknowledge. Your payroll processing is completed.

Reviewing Exported Data in NetSuite

Once the data has been pushed into NetSuite you should review this data. We recommend setting up a saved search to allow for a quick overview.

For our recommendations on setting up a saved search, take a look at this FAQ: Setting up a saved search to review time exported to NetSuite

Deep analysis and validation -Approved hours report

If extra analysis is required and to help validate potential conditions such as overtime that has been automated in WFM or if you need to manually input a specific number of hours to a pay item that is not linked, run the Hours report for the pay period.

To run this report, navigate through Reports > Shifts > Hours. Once the window opens, select the pay run date range along with selecting the appropriate Locations.

In the Shift type field, select Actual shifts.
In the Employment status section, move the statuses you want to filter from the Available Choices panel to the Chosen Items panel.

After all of your filter options have been selected click Preview at the bottom of the page. The columns will allow you to view any overtime or other conditions that were triggered during the date range selected. This report will also optionally list the staff’s name, Job worked, Location worked at and total number of hours.

General Notices