Working File

Use this window to create, amend, or delete the payroll transactions for the current period. The settings used to define the payroll code determine which fields are displayed for the payroll code in this window.

Employee Reference

The currently selected employee’s code is displayed. To enter transactions for a different employee, change the reference by clicking . The HR Record window is displayed, and you can search for and select a different employee.


Type the payroll code, or click  and select it.


This field displays the description of the payroll code. You can change it and type up to 100 characters.


This field displays today’s date, but you can change it.


The default status for a transaction is PAY. To set a different status, select a status from the drop-down list (Authorised, Held, Rejected, or Superseded).

The status of Authorised or Rejected are used by the system if you have implemented the Session Contracts module to control the transactions created using the contract claims process. If you set the transaction status to Rejected or Held, the transaction is not used in the payroll calculation for the current period.

You can use the Payroll enquiries workbench to change the status of multiple entries in the working file. There might be occasions, such as in the contract claims process or when using Working File – Quick Import, when working file entries with a Held status are created. This enables you to create an authorisation stage during the processing of such transactions.

The Superseded status is used by the Occupational Sick module. It causes the existing transaction to be ignored and replaces it with another. The original transaction remains in the working file in case you need to reinstate it at some point.

Rejected transactions are not paid. You can change the status of the transaction to Rejected rather than actually delete the transaction when you want to keep a record of the original transaction, such as when an expense claim has been entered, but disallowed rather than authorised.

The Units, Rate, Value and Gen Code fields default to the settings in the definition of the payroll code. If the payroll code is set as a rate, you can enter the units and rate and the system calculates the value. If, however, the payroll code is set as a value, you enter a value.


Type the number of units.


Type the rate.


If the value is not automatically calculated based on the number of units and the rate, type the value.

Gen Code

You might be requested to provide a general ledger code that analyses exactly the cost area of the transaction being entered.


Click Extended to specify start and end dates for the payment or deduction. The Working File window is displayed. The system attempts to prorate the payment using its date-effective functionality.


Click Save to save the working file record.

If you specify dates by using Extended, you must click Save to save the record, and any dates you specify are then saved.