Correcting a finalised run
A finalised payroll run is never edited by hand. XBuddy offers three ways to fix it, so every change leaves a trail.
When to use
Use this when you find a mistake after a run has been approved or paid. Instead of editing the finished numbers, you choose one of three correction paths depending on the run’s status, so the history and the ledger stay clean.
Before you start
- Permissions:
payroll:approveto reopen a run;payroll:writeto add retro lines and supplementary runs. - A reason is required to reopen a run and to create a supplementary run.
- Void is refused for a run that already has a supplementary run.
Open the run
Go to Payroll → Payroll Runs (/payroll/runs) and open the run you need to correct.
Pick the correction path
Reopen an approved run, add a retro line to a later period, or create a supplementary run, following the table below.
Approve and publish again
Recalculate if needed, approve again, and publish the corrected payslips.
Which path to choose
| Run status | Path | What happens |
|---|---|---|
| Approved, not paid | Reopen | The run returns to Draft; the accrual entry, advances, stamps and publication are reversed. Recalculate and approve again. |
| Approved or paid | Retro line | A back-pay or recovery line is added to a later draft period; nothing in the finished period changes. |
| Approved or paid | Supplementary run | A new off-cycle run holding only the difference per selected employee, linked to the original. |
Tips & common mistakes
- Prefer reopen while nothing is paid: it is the simplest and leaves one run.
- Use a supplementary run when the correction should be paid or recorded separately, with a reason.
- A retro line needs a target period that is still a draft; if that period is locked, the action is refused.
- Check that the original run is finalised before creating a supplementary run.
