Changes to an employee record must be made by editing the employee from the Employee Grid (Payroll, Maintenance, Employees). You can't edit the employee record from the View Employee functionality in Transactions and Employee Enquiries.
When a transaction is entered for an employee, it locks some fields on the employee record from being updated. To check if there is a transaction for the employee, 'Transactions exist for this Employee' will display in the bottom left corner of the employee record. Fields that are greyed out and can't be edited include:
Bank Account details
Salary and Rates
Addition and deduction
Tax Details
Superannuation
Leave
Annualised Salary and Award information
and some other fields
If you need to amend any of these fields for the current pay, you will need to either update them in the transaction (rates, additions and deductions) or delete the transaction for the employee.
Update the transaction
Go to Payroll, Transactions, Processing and open the transaction screen, e.g. Extended Timesheet, Manual Calculation.
Enter the Employee.
To update a rate, select the component, e.g. Normal Hours, Annual Leave, Other Leave, etc. from Pay Summary.
Add the line and enter the Hours, if it doesn't already exist.
In Rate enter the rate you want to pay the employee.
To update an Addition or Deduction, select Adds or Deds in Pay Summary.
Add the line and enter the required details if it doesn't already exist.
Update the value in Rate, Perc, Hrs/Unit or Value. The fields available to update will depend on how the Addition or Deduction is set up. E.g. in a percentage type addition or deduction that has hour types nominated in the setup (e.g. Casual Loading or Salary Sacrifice), you can update Perc but not the Hrs/Unit.
Once all entries are correct, click Process.
Delete the transaction
Go to Payroll, Transactions, Processing, Extended Timesheet.
Enter the Employee.
Select the transaction in Transaction Summary and click Delete Selected.
If there are multiple transactions, you will need to delete them all.
Once the transaction has been deleted:
Edit the employee record and make the changes.
Rekey the transaction.
Reprint any reports.
Take another backup.
Continue with the payroll checklist.
If the employee is attached to a Pay Class, either change the Pay Class the employee is attached to the correct pay class or update the Pay Class.
Go to Payroll, Maintenance, Rates, Pay Classes
Edit the Pay Class the employee is attached to.
Select the Rates tab.
Enter the new rates.
Click OK to save.
Note: Updates to Pay Class rates will not change any existing transactions. These will need to be updated manually or deleted and re-entered.