You have finished processing your payroll for the week, or so you thought. Sometimes amidst all those timecard lines, there may have been an error or two. Correcting a payroll record in Sage 100 Contractor is a pretty simple process, but depends on the status of your payroll (computed, posted, etc.). Here are instructions according to the status:

The steps to correct a payroll record depend on the record status and type of correction needed. Follow the steps in the appropriate section below to correct your payroll records.

Correct payroll records in status 1-Open:
You can edit most information on the record including dates and jobs. Cost records, paychecks, and general ledger transactions have not been created.

• If the record is a duplicate, void the record.
• If the wrong payroll type is assigned, void the record.

Correct payroll records in status 2-Computed or 3-Posted.

If you have not yet printed a check:

1. Go to Edit, then Copy Payroll Record.
2. Go to Edit, the Void Payroll Record. Answer Yes to the prompt. If voiding a Posted record, you will also get a prompt to void the journal transaction for the record. Answer Yes to void the journal transaction and void the payroll record. Answering "No" will place the record in a Reverse status, in which case you must post the reversed record so that a reversing journal entry will be created.
3. A new payroll record will appear. Go to Edit, then Paste Payroll Record.
4. This will paste in the original payroll record. Make any needed corrections, save the record, then process payroll normally. IF you have voided the original and are printing a new check with new check number change the check number to 0000 so when you continue the payroll as normal the check will be able to be printed.

Note: The following fields can be edited on Posted and Computed payroll records without having to void the record. Just edit the field and save the record:

• Period Start
• Period End
• Check Date
• Check#
• Quarter

If you printed but have not yet issued a check to the employee or the net pay is not changing:

1. Follow steps 1-4 from above.
2. To maintain an accurate audit trail, cancel the check number of the erroneous check. For detailed instructions on how to cancel a check number, refer to Help topic, "Cancelling check numbers."

If you issued the check to the employee and the net pay is changing:

1. Void the original record.
2. Enter a payroll advance for the net amount of the check.
3. To maintain an accurate audit trail, enter the original check number in the Check Number box.
4. Enter a new record with the correct information.
   
   Notes:
   • Payroll advances are recovered from the subsequent paychecks.
   • If you overpaid the employee, and the subsequent check results in a net $0 amount, print the check to plain paper and provide a copy to the employee.
   • If you underpaid the employee, print the new paycheck and give it to the employee.

Change payroll posting accounts set up in 5-3-3 Employee Positions:

1. Void the original record. This ensures reversing transactions are posted to the same accounts.
2. Enter the correct posting accounts in 5-3-3 Employee Position.
3. Enter a new records. Because the set up was been updated, the correct posting accounts are used.

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For more information on this topic visit Knowledgebase article 18439. You can find this information and more in the Sage Knowledgebase or join the conversation here in Sage City.