Change, inactivate or delete a pay item

Edit a pay item. You can also mark a pay item as inactive or delete it.

How it works

You can:

  • Edit an existing pay item. For example, you can change the pay item's name or its associated expense account.
  • Remove a pay item from dropdown lists in payroll by marking it as inactive. You can also reinstate inactive pay items if needed.
  • Delete an unused pay item.

You can't:

  • Change a pay item’s category (eg from Ordinary Time Earnings to Overtime Earnings) once you’ve created it. Instead, add a new pay item with the desired category.
  • Select a system account for your pay item account.
  • Delete a pay item if it’s assigned to an employee’s pay template. You must first remove the pay item from your employee’s template, then delete it.
  • Delete a pay item if you've used it in a pay run or an employee's opening balances. Instead, mark the pay item as inactive.

Edit a pay item

  1. In the Settings menu, select Payroll Settings.
  2. Select the Pay Items tab.
  3. Select the type of pay item (for example, Earnings or Leave).
  4. Click the menu icon Image of the menu icon to the right of the pay item you want to edit.
  5. Select Edit.
  6. Make your changes, then click Save.

Mark a pay item as inactive or active

To mark a pay item as inactive:

  1. In the Settings menu, select Payroll Settings.
  2. Select the Pay Items tab.
  3. Click the menu icon Image of the menu icon to the right of the pay item you want to inactivate.
  4. Select Mark as Inactive.
  5. Click Inactivate.
After inactivating the pay item, you need to remove it from an employee's pay template and draft payslip. Once you've saved the changes, the inactive item will no longer appear in dropdown menus.

To view and reinstate an inactive pay item:

  1. In the Settings menu, select Payroll Settings.
  2. Select the Pay Items tab.
  3. Click the Show inactive items switch.
  4. Click the menu icon Image of the menu icon to the right of the pay item you want to reinstate.
  5. Select Mark as Active.
  6. Click Activate.

Delete a pay item

  1. In the Settings menu, select Payroll Settings.
  2. Select the Pay Items tab.
  3. Select the type of pay item (for example, Earnings).
  4. Click the menu icon Image of the menu icon to the right of the pay item you want to delete.
  5. Select Delete. If the pay item is in use, you won’t see the Delete option.
  6. Click Delete to confirm.