Close the month and export to Michpal

The Payroll tab is open to owners, admins and members with Payroll access. In the Operations menu, click Attendance and time, then Payroll, and choose the month with the arrows.

Before the first month

• Every employee needs a contract and an Employee number (the number in the payroll software). See Contract and terms.
• On the Settings tab, under Michpal export, fill in the Michpal company number (up to 3 digits, for example 013; it is also the file’s extension) and a Pay code for each component: Present days, Standard hours, 100% hours to 200% hours, Sick days, Vacation days and so on. A component with no number is not exported. Choose Save. A member with payroll access only reaches this section from the Payroll settings link in the export window.

The month close steps

The side of the page lists Closing the month. Each step has a state: Done, Ready, Blocked, Check or Later.

1. Collect attendance: every shift in the month is closed.
2. Find missing reports: days and correction requests waiting for review block. Employees with days that have no report are flagged to check.
3. Compute hours by contracts and rules: hours are worked out from each employee’s contract. An employee with no contract is worked out from the default contract and flagged to check.
4. Leave and absences: leave requests waiting for a decision block.
5. Managers’ approvals: timesheets not approved yet are flagged to check, but do not block.
6. Hand the data to payroll: closing the month freezes the payroll data.
7. Approve the payroll month: closing the month approves it.
8. Export to Michpal.
9. Lock the period and keep the export history.

What blocks is handled on the overview and in leave. See Attendance and time for the team and Leave and absence.

The month’s employees

The table The month’s employees shows for each employee the Employee no., Present days, Standard hours, Total hours, 100% to 200% hours (in hours and minutes, with the decimal hours that go to Michpal), leave days, Missing days, Manager approval and To check. You can choose which columns to show.

• Approve in the Manager approval column approves the employee’s timesheet, and Take back the approval reverses it. The button appears next to employees you may approve: owners and admins approve anyone, a direct manager their own team. Nobody approves themselves, except an owner. Approvals cannot change in a closed month.
• Clicking an employee’s name opens the day by day breakdown: As computed now in an open month, or As frozen when the month closed with the version number.
• Export to Excel downloads the table.

Close the month

Close month is available only once the month is over and nothing blocks. Hovering over the button shows what blocks. The confirmation shows how many employees are on payroll and Worth a look first (does not stop the close). Choose Close month.

Closing freezes each employee’s payroll data for the month and locks attendance: corrections can no longer be approved and leave can no longer be recorded for its days.

Export to Michpal

1. In a closed month, choose Export to Michpal.
2. Under Checks, go through what is listed: the month is not closed, the company number or pay codes are missing, employees without an employee number or with one over 9 digits. An employee without an ID number does not block; their field stays blank.
3. If some employees have no employee number, you can tick Leave out employees without an employee number. The names left out are shown after the download.
4. Choose Export. The file is Michpal’s quantities file (QDIV), from the frozen payroll data.

If an identical file was already downloaded, the window says when and by whom, and the button becomes Download again. Export history keeps every file: when, by whom, the file, the records, the version and a Check code (the same code means the same file). Download fetches an older file again.

Reopen a month

Only owners and admins can choose Reopen month, and write a Reason. The frozen payroll data is kept as an earlier version, and closing again makes a new one. An export after the new close uses the new version.

The calculation follows the terms in the contract and is not legal advice. Check the result before you hand it to payroll.

Related: Attendance and time reports, Contract and terms.