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Pay-Run Statuses

Last updated: 2026-07-09 Summary:

  • A pay run moves through Draft → Calculated → Approved → Processed, and can be voided.
  • Approving and processing are separate permissions, so the two money-committing steps can be split across roles.
  • Editing a line sends a Calculated run back to Draft; voiding a processed run posts a reversing journal entry.

The lifecycle

Section titled “The lifecycle”
Status Meaning Next steps
Draft Created; lines exist but figures aren’t final Edit lines, Calculate, or Void
Calculated Gross-to-net computed for every line Approve, edit (→ Draft), revert to Draft, or Void
Approved Signed off, ready to post Process, or Void
Processed Posted to the general ledger Void (posts a reversal)
Void Cancelled; reversed if it had been posted Terminal

Who can do what

Section titled “Who can do what”
Action Allowed from Permission
Calculate Draft or Calculated Payroll write
Approve Calculated only Payroll approve
Process Approved only Payroll process
Void Draft, Calculated, Approved, or Processed Payroll (void)

Separation of duties. Approve and Process are gated on two distinct permissions. A tenant can assign them to different people so the person who approves a run isn’t necessarily the one who commits it to the books. In the pay-run wizard, whichever step you lack shows an information note instead of the action button.

Rules to know

Section titled “Rules to know”
  • Editing a line reverts Calculated → Draft. Changing hours, rate, or a 13th-month override on a calculated run drops it back to Draft so it must be recalculated before it can be approved. You can also explicitly revert a Calculated run to Draft.
  • Approve only from Calculated; process only from Approved. Attempting either out of order is rejected — you can’t skip the calculate or approve step.
  • Void posts a reversing journal entry. Voiding a processed run creates a journal entry that reverses the original payroll posting (and separately reverses the 13th-month accrual entry if one was posted). Voiding a run that was never posted simply cancels it.
  • Duplicate guards. A regular run that overlaps an existing period, or a second 13th-month run for a tax year that already has one, is refused.

See also

Section titled “See also”
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