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StaffPayroll export

Payroll export

Export a pay period’s approved hours, leave days and public holidays as a file for your payroll system.

When to use

  • A pay period is finished and every shift is approved.
  • You need to download an earlier export again.
  • You need to correct a period that was already exported.

Only Owners use Payroll. WSManager exports approved hours. It never works out pay, tax, KiwiSaver or leave balances.

Overview

Payroll export lists recent pay periods with their status. Open a period to see:

  1. Pre-flight checks, each Pass, Fail, Warning or Info.
  2. Preview: hours by staff and day.
  3. Totals by pay code.
  4. Export, with the file name.
  5. Exports of this period, with a download link for each.

A period’s status is Open, Ready to export, Exported or Reopened.

Screenshot pendingA payroll period showing pre-flight checks, hours by staff and day, and the Export button
A payroll period ready to export.

Key features

  • Pre-flight checks. Export is turned off, and the shifts or staff causing it are listed, if:
    • a shift is still open;
    • a closed shift is not approved;
    • someone with hours has no payroll employee code;
    • a pay code or leave type has no export code.
  • Warnings that do not block: the period has not ended yet, or items were left out because an earlier export already holds them.
  • Lock on export. Exporting locks the period’s shifts and leave days, and keeps a record of who exported, when, and the file.
  • The file. One CSV for the period, with one row for each person and pay code, named like WSManager_Payroll_20261012-20261018.csv.
  • Early export. You can export a period that has not ended. A warning says shifts added later will not be in the file.
  • Export the additions. If shifts or leave are approved after an export, the period shows how many items were approved since the export. Export the additions writes a new version with only those items.
  • Reopen. An Owner can reopen an exported period, with a reason, to correct it and export again as a new version. The old one is kept.

How to: export a pay period

  1. Approve all shifts first. See Timesheets.
  2. Open Staff, then Payroll, and select the period.
  3. Check that every pre-flight check passes.
  4. Look over the preview.
  5. Select Export. The file downloads. If it does not start, select Download the file.
  6. Import the file into your payroll system.

How to: correct an exported period

  1. Open the period and enter a Reason for reopening.
  2. Select Reopen.
  3. Unapprove, correct and approve the shifts again.
  4. Export again. It is saved as a new version.

Your payroll system may already hold the hours from the earlier version. Check what was already imported before you import the new file.

Tips & gotchas

  • Set the pay period and pay codes first on Payroll settings.
  • Each person’s payroll employee code is on their staff record.
  • Staff who do not record time are left out.
  • Hours are to 2 decimal places.
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