Processing

access level payroll advisor (full access), manager (full access), data processor (view only) module payroll payroll card the processing tab is the operational center for handling all payroll processing activities it allows users to manage required documentation, monitor processing status, handle inactivity, and oversee customer specific payroll cycle tasks 📑 requirements management what are requirements? requirements are payroll documents that must be uploaded or verified to complete the payroll cycle each requirement can be uploaded manually or automatically by the system each requirement displays a real time status status meaning indicator missing document not uploaded 🔴 red text complete document successfully uploaded ✅ green checkmark 📥 automated uploads documents sent from prosoftware via the send to janus button upload automatically 🔍 viewing uploaded documents to view a document click the requirement name (e g , timesheet ) the document will open in the viewer workspace use the toolbar to zoom or flip through pages ⚙️ requirement actions each requirement includes an actions menu view – opens the document in a new browser tab (only if complete) upload – manually upload doc, docx, or pdf files documents can only be uploaded to payroll records in pending status if the record is already marked as completed , manual uploads are not permitted please submit an it help desk ticket to request that the record be reopened override 🔒 – bypass the requirement (requires justification and audit log) reset ⚠️ – remove the document; returns status to missing cannot be undone 📊 dynamic requirements by customer type customer type documents required direct deposit only invoice, register, timesheet, dd summary checks only invoice, register, timesheet, net checks combined all of the above inactivity invoice only ⚡ quick actions toolbar located at the top of the tab, this area enables one click access to key actions action description refresh updates flags and requirements (auto refreshes every 15 minutes) set as inactivity / revert marks/unmarks the payroll as inactive adjusts inactivity count accordingly manual batching immediately batches the record, bypassing scheduled automation download docs exports all completed requirement files in a zip archive billing preview displays a preview of the billing schedule and amounts 📌 zip files include customer id and check date in the filename 🚫 inactivity management use the set as inactivity feature when customer confirms no payroll for the period business is temporarily closed no employees worked this cycle ⚠️ setting inactivity can affect customer standing refer to inactivity assessments for a detailed explanation manual count changes require manager approval justification with audit trail adjustment via pencil icon next to count field timesheet upload for inactivity ℹ️ note when uploading a timesheet file for a payroll record marked as "inactivity", the system properly links and processes the timesheet with full data persistence throughout the workflow key enhancements timesheets can be uploaded to inactive records just like regular payroll units display correctly on both summary page review screen before submission pdf confirmation final document for records 📊 record summary the record summary panel provides a quick snapshot of the payroll record's current state and progress it also allows managers to review and manage inactivity counts when needed ✏️ managing the inactivity count to view the history or make adjustments to the inactivity count click the pencil icon next to the customer inactivity count a log of all inactivity changes will display managers can make edits by providing a reason for the adjustment 🔒 manager only manual adjustments to inactivity require manager level access a documented justification an entry added to the audit log for compliance ⏱️ timesheet management two sections help manage timesheet statuses current timesheets archive – moves to archived tab accept – marks as complete (auto locks) 🔄 auto accepts when submitted via client portal or mobile app archived timesheets restore – moves timesheet back to active view – opens for review download – saves for offline records 💳 customer payment approval for customers with pending approval workflow enabled dropdown appears with send email approve invoice approval required before processing/charging where to enable lead card → payroll tab → customer subtab payroll card → details tab → customer subtab 📄 see pending approval payroll for details approval status indicators the client payment approval button now uses clear color coding to show the current status color status guide yellow/orange (#dd6b20) approval request sent, awaiting client action green client has approved the payment red client has rejected the payment gray no action taken yet ℹ️ note the yellow/orange color indicates a "pending" state, making it easier to distinguish from rejected (red) status this change helps prevent confusion when monitoring approval requests 🚨 override procedures (manager only) when to use system errors blocking upload file exists but isn’t processing emergency payroll processing customer specific exceptions override flow select actions → override enter justification and reason system error customer exception emergency processing other (manual entry) confirm to proceed 🔐 all overrides are logged and monitored wire bypass toggle ⚠️ admin only the wire bypass toggle is now restricted to users with administrator permissions this feature is only available when payment method is set to "wire" user has admin role valid business justification exists non admin users requiring wire bypass must escalate to an administrator 🛠️ troubleshooting & escalation common issues & resolutions fix refresh, verify in prosoftware, check file format, clear cache fix compress file under 10mb, use pdf format, test network/browser fix check manager permissions, re login, consult it fix validate fields, confirm employee is active, check for auto accept fix wait for processing to finish, check cycle timing, refresh ⛑️ escalation path how to submit a ticket go to help in the top navigation select it help desk include customer id document type browser used screenshots timestamps of actions ✅ best practices daily workflow refresh before starting complete all requirements early pin notes and document any issues communication use flags and notes for clarity explain override reasons notify clients of missing items or delays efficiency tips use saved filters sort by check date hover for keyboard shortcuts next steps after mastering the processing tab billing tab process payments admin tab manage flags and status notification tab send communications payroll history review past records 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels