This guide covers three different situations for correcting a payslip, where information needs to be edited afterwards.
Pay > Payroll > Payslips and pay periods
General actions before correction
Before starting any correction actions, check that the pay period status is "Open". (See image below, point 1)
If the period is in status "Processed", open it as follows:
Select the pay period to be processed by clicking the pay period link.
Click the "Mark pay period as open" button at the bottom left of the view.
If the created voucher needs to be invalidated from bookkeeping, drill down into the voucher information by clicking the voucher link under the "Completed payslips" heading in the payroll process. (See image below, point 1)
Select "Voucher-specific actions" > "Invalidate entire voucher" from the top right of the Voucher edit view.
Note: Restoring payslips does not invalidate the voucher, it only breaks the link. If you do not invalidate the voucher at this stage, it will remain valid in the Financial Management section. Leave the voucher valid only if it does not need to be invalidated.
1. Incorrect or missing calculation targets on the payslip
If cost centers are missing from the voucher or are incorrect, proceed as follows:
Restore the payslip in the payroll process to the "Payslips without voucher" stage by clicking the blue Restore arrow on the right side of the row. (image below, point 1)
When the payslips are in the "Payslips without voucher" stage of the payroll process, edit the allocation curve by clicking the (pencil/notepad) button under the Information heading. (image below, point 1)
Make the necessary changes on the Allocation curve tab to match the actual/desired situation.
Linking missing hours
You can link missing working hours information to the payslip without restoring the slip in the process (e.g., the last hours of the pay period are not yet possible to include in the payslip during the payroll phase and can be linked after the pay has been made). You can link missing time entries as follows:
Select the payslips to be processed.
Click "Link missing time entries".
The window lists the hours recorded for the pay period that are not yet on the payslip. Select the hours by clicking "Link selected hours and update allocation curve". If desired, you can view the working hours report by clicking the hour amount on the right side.
2. Employee has been overcharged insurance premiums or withholding (on) or part of the pay is missing
There may be a situation where the employee has been overcharged insurance premiums or withholding (on). It is also possible that part of the pay is missing from the first payslip of the pay period. In this case, the option is to create an additional payslip for the employee.
Note that insurance calculation is based on the income types assigned to salary types and their insurance handling. You can read more about assigning salary types to income types in the guide Assigning salary types to income types.
If it is noticed after the payment that the employee has been overcharged insurance premiums or withholding (on), you can refund the overcharged payments or withholdings with an additional payslip or correct the information during the next payment.
Creating an additional payslip
Select the employees for whom the additional payslip will be created.
Click the "Create additional payslip for selected" button or the Create link under the Additional payslip heading.
In the "Check selected pay bases" stage, select the necessary "Fixed pay bases" (e.g., Hourly pay) so that the missing information appears on the payslip. See detailed instructions: Creating an additional payslip.
3. Pay has been calculated incorrectly, payslip needs to be edited
If a paid payslip needs to be corrected, proceed as follows:
Invalidate the earning payment report: Go to Pay > Payroll > Earning payment reports, click the downward arrow and select Invalidate.
When the notification changes to status "Invalidated", restore the payslip to the necessary stage in the payroll process by clicking the Restore arrow on the right side of the row. The sending is not real-time, i.e., the notification does not immediately change to "Invalidated" status, so please wait patiently for the invalidation to go through to the Income Register.
If the payslip is to be deleted, you can delete the slip in the "Unprocessed payslips" stage by clicking the red Delete cross.
Make the necessary corrections, select the payslips, and click "Mark selected as processed".
Skip sending (since the slips have already been delivered) by clicking "Print selected" (see image below, point 1) and then "Mark as printed" (2). If desired, you can also resend the slips to the employees.
Skip the payment phase by clicking "Mark selected as paid" (see image below, point 1). Then choose either:
"Mark as paid and send notification to income register" (if a new notification is sent).
"Mark as paid, but do not send notification" (if the notification is not to be sent).
Recreate the voucher: Check the information with the "Voucher preview" button and click "Create voucher for selected".
If you did not delete the original voucher at the beginning, select "Skip voucher creation" at this stage to avoid double entry in bookkeeping.
Confirm the period to "Processed" status by clicking "Mark pay period as processed".
Frequently asked questions
What if I forgot to invalidate the incorrect voucher before creating a new one?
If the voucher is not invalidated, the new payslip voucher creates a double entry. You can correct the situation by invalidating the old voucher on the bookkeeping side or by creating a correction voucher.
Does the payslip always need to be deleted if there is an error?
Not always. Often it is enough to restore the payslip backwards in the payroll process, make the necessary changes, and process it again.
What should I do if the Income Register notification has already been sent?
You must first invalidate the earning payment report in the Earning payment reports section before you can edit or delete the paid slip.
If only the earning payment report is incorrect, do I also need to correct the payslip?
Not necessarily. If you only want to correct the earning payment report, you can do so by following this guide Earning payment report error situations and correction. The information in the earning payment report can be corrected according to the Income Register’s instructions either with a replacement report or with an invalidation.
In what different ways can I correct payslip information?
You can correct payslip information in the next payroll run, with an additional payslip or by editing the original payslip. Editing the original payslip requires invalidating the earning payment report. The most important thing in the correction is that, in the end, the cumulative earnings on the payslip and Netvisor reporting match the information reported to the Income Register.
How is overpaid pay corrected?
Overpaid pay is corrected with recovery and unjust enrichment.
How is the separate report corrected?
The separate report is corrected with a replacement report. More detailed instructions on correcting the separate report: Employer’s separate reports
Can a pay advance be used to correct a payslip?
Preferably not. Pay and travel advances are used in situations where the employee receives part of their earned pay for use before the actual agreed salary payment date, and this is deducted from the next pay to be paid. More detailed instructions on using pay advances: Pay advances
How are voucher details corrected?
The voucher details of payroll bookkeeping can be corrected manually by editing them or by correcting the payslip information and creating a new voucher. The original voucher must then be invalidated separately from bookkeeping.
How is a payslip deleted if the earning payment report is marked as delivered?
If the earning payment report is marked as delivered, the payslip cannot be deleted directly. Proceed as follows:
Send the earning payment report to the Income Register and wait until its status is "In the income register".
Invalidate the notification in the Earning payment reports view.
When the notification status updates to "Invalidated", return to the payroll process and restore the payslip backwards in the process.
Delete the payslip in the stage where the delete button is available.
Keywords: Payslip, Correction, Additional payslip, Income Register, Invalidation, Allocation curve
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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