Correcting Your Payroll In Xero

Payroll is something you need to get correct as a bookkeeper, but often information is sent to you late, and you may have already posted a Pay Run then realise you need to change something ...

Maybe the opt-out notice for the pension has arrived late, or someone had done overtime or had time off and you weren't told? One way to sort this out is to include the changes in the following month.

However, sometimes this is not possible and you may want to Revert the Pay Run (this is a, button shown on the bottom left of the Pay Employees Page) so you can go back and reprocess the pay with the corrections!

When I did my quarterly payroll course update on Xero today they said something which concerned me as I'd never been told it was an issue before, "Always wait until the payment date has passed to repost this. Alternatively, delete the Pay Run completely and recreate it. This will send the replacement FPS indicator to HMRC".

So, when you Revert the Pay Run, sometimes multiple times to re-post and make corrections, we may be not sending the correct notifications to HMRC in the FPS. If you don't want to delete your pay runs completely as they are so complicated with bonus or variable hours then you may want to wait to re-post the payroll.

I would make your changes then reproduce your reports and payslips with the corrections and pay everyone, but don't re-post until after the 6th of the following month so the replacement FPS indicator is correctly sent to HMRC.

"Not sure about whether previous payrolls have been posted correctly?"

With this in mind, it might be worth logging into your HMRC account and comparing the figures received monthly (or weekly) with the P32 in case this has caused an issue in previous months. It may be that you need to call HMRC if your finalised edited payroll figures do not match your submissions.

If you need any help with this, or another pair of eyes to look over the figures with you, then why not book a handholding session with me and we will see what we can do to get your payroll correct.

If anything I've written here resonates with you, call me on 01604 420057 and let's see how we can help you.