Closing the month

Closing a month means declaring that its worked hours are settled and ready to go. The Payroll → Closing screen exists so that this declaration is never a gamble: it sifts through the month and shows you, before you click, everything that would make the payroll wrong.

Go to Payroll → Closing. The title carries the month you are looking at, which you change with the Previous month and Next month arrows.

The closing state

A card at the top sums up the situation in one of three states:

• Not closable yet: at least one blocking point remains. The number of corrections left is shown.
• Ready to close: nothing blocks any more, the Close the month button is active.
• Closed: the month is through, with the date and time. Reopening remains possible.

If you are a preparer, the card says so: you prepare the month, closing and transmitting belong to whoever answers for the payroll.

What blocks the closing

This is the heart of the screen: the list of points that must be settled. Each line says how many cases it covers and opens, through See detail, a window listing the people one by one and offering to fix them on the spot.

The possible checks:

• Timesheets not validated: a sheet that is not validated is not transmitted to the payroll office.
• Missing payroll office contract numbers: without that number, the person is left out of the partner file.
• Missing national numbers: the file would go out with no identifier for these people, and the payroll office could not pay them.
• Unmapped codes: some hours carry a code your partner's catalogue does not know. They do show on the sheet, but are stripped from the file that is sent: the employee would not be paid for those days.
• No payroll office configured.
• Weeks not locked.
• Missing Dimona and Dimona without work.
• Clockings not closed: a clocking with no end time.
• Clockings spanning two days and overlapping clockings.
• Clocking anomalies.
• Planned shifts without a clocking.
• Mismatching contract numbers.
• A group venue that is not ready.

Each point offers a shortcut to where it is settled: the timesheets, the employee's HR profile, the code mappings, the locking screen or the Dimona follow-up. When the destination screen knows how to read a month, the shortcut takes you to the month you are closing, not the current one.

Waiving a point

Some points do not really block your payroll. You can then waive them, either for one person or for the whole check. A waiver requires a reason: write why this point does not block the payroll. The point then reads as waived, closing becomes possible again, and the trace stays with its author's name. A waiver is as easy to lift as it is to set.

Worth your attention

Below the blocking points, a second list gathers what does not block the closing but deserves a look. If the compliance module is disabled on your account, the screen tells you: clocking against schedule gaps, legal breaks and manual clockings have then not been checked.

What the closing sets off

Before you click, the screen tells you what will happen, and that depends on your settings:

• If locking is enabled on the account, the month becomes read-only: schedules and clockings are locked for those the lock blocks. Otherwise the month is simply recorded as closed and everything stays editable.
• The export becomes possible, or becomes possible at all if your account refuses to export a month that is not closed.
• Reopening remains possible, with a mandatory reason, and leaves a trace.

A confirmation repeats these consequences before acting.

Closing batches

By default the month closes and exports in one block, which suits most clients. Batches are for when you transmit payroll in several goes, for example students before permanent staff.

Create a batch by naming it, then choose the employees in it (with a search, and the Select all and Deselect all buttons). People in a batch leave the month's count: their checks happen inside the batch, and the batch closes then exports on its own. Each batch shows its state (Open, Closed, Exported), its headcount and the dates. Deleting a batch sends its employees back into the month.

Progress by venue

If your account has several venues, a section shows where each one stands: how many are ready, how many sheets are validated there, which are closed, ready or blocked. The one you are looking at is marked as being here.

Locking and exports for the period

Two panels round off the screen: the month's locking state, with a direct link to the locking screen, and a reminder that the history of transmissions lives on the export screen.

Reopening a closed period

The Reopen the period button asks for a reason, then puts the month back into work. Nothing is erased: the reopening is added to the history.