A salary-paid claim missed the payslip

An approved salary-paid claim never reached the payslip

“My claim was approved, and it was not in my pay.” A claim item set to Salary Payment is paid with salary, not by finance, and BigLedger’s part ends when it lists the approved line for whoever runs payroll. If the line was not on the list that person used, nobody in BigLedger is told and nothing reminds anyone. This page is for whoever takes the claims into payroll. In two minutes it finds the line, then pays it once and stops it happening again.

The fast path.

Open the claim. If its line is still pending approval, it has not reached payroll yet. If the item is Finance Payment, finance pays it, not payroll: see Approved claims never reach finance.
Run the Payroll Payment Report in the Claim Cycle applet for the company the claim was charged to, once with Claim Cycle left empty and once with that company’s cycles chosen. Find the claim’s Claim ID. On the first list only: it is on no cycle. On both: open the cycles to see which one holds it. On neither: it was charged to another company, so run both for each group company.
Match where you found it to the cause table below. That says why the file you exported did not hold it.
Before you pay it, look for it in the register of claims paid outside a cycle and in earlier months’ files. Nothing marks a line paid, so a line you already paid looks exactly like this one.

Meet GadgetSphere

At GadgetSphere Sdn Bhd (GS) the March cycle’s approval cut-off is 25 March and the payroll file goes to the bureau on the 26th. A GS-KV-01 supervisor’s RM 64 mileage is approved on 28 March. A GS-PEN-01 sales executive’s RM 150 parking, charged to the online company GSO, was approved on time. Both employees ask in April why their claims were not paid. The figures are illustrative.

Why an approved claim can miss the file

At the last approval, a Salary Payment line goes straight to APPROVED and is attached to a claim cycle at that moment: the cycle of the company the line is charged to, for the month of the approval, if that cycle already exists and the approval is on or before its approval cut-off (or the line was on hold until a later date). The payroll file is exported from one cycle. So a line can be approved and still be in no file, for one of four reasons.

Where the line is	Why	GadgetSphere
On no cycle	Approved after the cycle’s approval cut-off, with Auto-add approved claims to active cycle off on that company’s cut-off row. It stays on none: the monthly cycle run picks up only lines waiting for finance review	The RM 64, approved on the 28th
On last month’s cycle, added after you exported	With Auto-add on, a late approval joins the current month’s open cycle at once, after that cycle’s cut-off	The RM 64 again, with Auto-add on: the March tab shows 47 lines, and the file you sent had 46
On another company’s cycle	A line joins the cycle of the company it was charged to, while your payroll follows the employer	The RM 150 is on `GSO`’s March cycle and in `GSO`’s file
On no cycle, every month	The company has no Claim Cut-Off Logic row, so no monthly cycle exists for any line to join	Every salary-paid line of that company

Two look-alikes are not a missing line. The line was in the file and payroll did not pay it: the file’s key is the employee code copied onto the line when the claim was submitted, and a payroll that numbers people differently cannot match it. The report stopped at 1,000 lines: it reads every month, loads at most 1,000 lines in no useful order, and a list of exactly 1,000 may have cut the line off. Salary-paid lines stay APPROVED for good, so the list only grows; once it reaches 1,000, look for the Claim ID on the cycles’ own tabs instead.

Pay it once, then close the gap

Pay it in the next payroll as an addition, with its Claim ID written in the payroll file.
Write it in the register of claims paid outside a cycle. The line stays APPROVED after the payslip that paid it, and it will be on the empty-cycle report next month and every month after. The register is the only record that it is done.
Close the gap the cause names.
- Approved after the cut-off: switch on Auto-add approved claims to active cycle on the company’s cut-off row in the Claim Applet. Every late approval then lands on a cycle at once. Keep the step of looking at last month’s cycle once more after payroll closes.
- Another company’s cycle: export every group company’s cycle that your people charge claims to, and send each payroll only its own employees’ rows.
- No cut-off row: create one for the company, so that each month has a cycle.
- Payroll could not match the code: keep the agreed list of BigLedger codes against payroll numbers with the payroll file.

What success looks like

The claim is on a payslip you can name and on the register. Next month, every Claim ID the report lists with no cycle, for each company, is on the register; or, once the report reaches 1,000 lines, Auto-add is on and last month’s tab matches the file you sent plus what you carried forward.

Who checks for this, and when

Nobody in BigLedger is told when a salary-paid claim is missed, so the check belongs to whoever takes the claims into payroll, every month, before the payroll cut-off: export, total, run the empty-cycle report per company, and look at last month’s cycle once more after the payroll closes. The steps are in Handing salary-paid claims to payroll. Finance checks the other side when it posts the payroll journal: the claims in it equal the files plus the register.

Common mistakes

What people do	What to do instead
Add every line on the empty-cycle report to this month’s pay	Check the register and earlier files first; a line already paid looks the same
Read only your own company’s cycle	Read the cycle of every company your people charge claims to
Use the report’s Export Report as the payroll file	Use Export on the cycle’s Payroll Payment tab
Treat a report of exactly 1,000 lines as complete	Switch on Auto-add and reconcile the cycles’ tabs instead