# Organization Pay Runs
> Source: https://www.fuze-store.com/docs/account/organizations/organization-pay-runs

# Organization Pay Runs

A **pay run** pays your organization's [people](/docs/account/organizations/organization-people) for one period, all at once. Each person gets one **statement**. It adds up what they earned at every branch they worked at, their base pay, and any cash advance they still owe, whichever branch it was taken at.

A pay run goes through three steps:

1. **Draft**: you prepare it. The figures are worked out again every time you open it, so a sale rung up this morning is already in.
2. **Approved**: someone checks it and approves it. From then on, each statement stays exactly as it was approved.
3. **Paid**: you mark people paid, one at a time or all together, with the date, how you paid and a reference.

  Once someone is one of your organization's people, only pay runs pay them.
  This holds at their home branch and at any branch they visit. Branches
  still record their sales and cash advances as usual.

## Who can do what

| Role                | Pay runs                                                     |
| ------------------- | ------------------------------------------------------------ |
| **Owner, Admin**    | Prepare, approve, mark paid, reopen                          |
| **Payroll**         | Prepare, approve, mark paid                                  |
| **Area manager**    | See pay runs for the people whose home branch they can reach |
| **Billing, Member** | No access                                                    |

Someone limited to chosen branches sees only the people whose home branch they can reach. Their totals count only those people. They can act on a pay run only if they can reach everyone in it. See [Organization Roles and Branch Access](/docs/account/organizations/organization-roles).

Amounts on the pay run pages and on statements are shown in your organization's currency.

The **Pay runs** list shows the newest period first, and older runs load as you scroll. To see only drafts or only approved runs, press **Filters**, pick **Draft** or **Approved** and press **Apply**; **Clear All** shows every run again. Every run has **Download** for its spreadsheet. A draft also has **Delete draft**, for someone who prepares pay and can reach every branch. On a phone both are in the ⋯ menu on the run's card.

## Start a pay run

Do this in the Fuze Store app.

Open your organization and tap **Pay runs** in its menu.

It's at the top of the screen. A note on the form reminds you that a draft pays nobody.

Set the **First day** and the **Last day**, up to today. Or tap a **Quick pick**: one of the last three finished half-months, **Last month** or **Last 7 days** (today and the six days before). It fills both dates. A card under the dates names who will be in the pay run, and who is left out and why, before you create it.

The new pay run opens as a draft.

Everyone active whose home branch you can reach is added. Your branches' own pay periods don't apply here: you choose the dates.

  If a person was already paid at a branch for part of the period, or is
  already in another pay run for part of it, they're listed but excluded, with
  the reason. Nobody can be paid twice for the same day. If everyone in the
  period is already paid, the pay run isn't created: there's nobody left to pay.

  What counts is the days the earlier pay covers. A branch payout recorded
  before its period ended covers only up to the day it was recorded. If a
  branch paid someone on the 1st for the 1st–15th, that payout covers the 1st
  only: a pay run that starts on the 2nd includes them and pays what they have
  earned since, and recovers their cash advances. A pay run that is still a
  draft holds its whole period.

## Find people in a pay run

The title of a pay run shows its period and whether it is a draft, approved, partly paid or paid. Then:

- The search bar at the top finds a person by name.
- **Filters** opens **Show**: **All**, **Needs action**, **Excluded** and **Unpaid**, each with how many people it covers. **Needs action** is everyone who would stop an approval (no days worked, or pay below zero) and everyone whose pay changed during the period. When the pay run has people from more than one home branch, you can also narrow to one branch.
- **Download spreadsheet** is the download button at the top of the screen. **Delete draft** is at the bottom of a draft, beside **Approve**.

Each person shows their home branch, days, base pay, commission, cash advance repaid and net pay, and one status: **Needs days worked**, **Pay below zero**, **Pay changed**, **Excluded**, **Paid** or **Ready**. Someone who worked at more than one branch has a chip such as **2 branches**.

## What a statement adds up

Tap a person for the breakdown: their pay terms, base pay, commission from each branch, additions and deductions, cash advance repaid and net pay. If you prepare or pay pay runs, it also shows their payout account. **Statement** at the bottom opens their full statement.

- **Commission from every branch** they worked at in the period. Each branch counts its own days, in its own time zone. A sale keeps the rate it was first priced at.
- **Base pay** from their [pay profile](/docs/account/organizations/organization-pay-profiles) on the period's last day. Base pay belongs to their home branch only.
- **Days worked**: the days they signed in at any branch. With no sign-ins, the days they made a sale.
- **Additions and deductions** that you add.
- **Cash advances** they still owe, from any branch, repaid oldest first. The repayment never takes their pay below zero. Anything left stays owed for the next pay run.
- **Net to pay**.

A branch with commissions switched off adds no commission and no cash advances, and the statement says so. Sign-ins there still count as days worked. If someone's pay changed during the period, the statement says so too. Each sale kept the rate of its day, and base pay uses the terms on the last day.

## Adjust a statement

While the pay run is a draft:

1. Tap the person, then **Adjust**. The **Adjust statement** page opens.
2. Change the **days worked**, add **additions** or **deductions**, or switch **Include in this run** off. Leave days worked empty to use the count worked out for you. The **If you save** card shows what the pay would be as you type.
3. Tap **Save**. You're back on the pay run, with the new figures.

Someone paid per day with no day recorded needs their days worked entered before the pay run can be approved. Entering 0 is fine.

An excluded person stays listed and isn't paid in this pay run. You can delete a draft pay run with **Delete draft**: nothing has been paid from it.

## Approve

1. Check the total and the number of people in the bar at the bottom.
2. Tap **Approve** and confirm.

Nothing is approved if anyone's figures changed since you opened the pay run. That happens when a sale, a refund or a cash advance was recorded for them, or someone was excluded meanwhile. The pay run reloads and a red banner names the people, one per line. Check them and approve again.

Approval is also refused, naming the people, when:

- someone was already paid elsewhere for part of the period,
- someone paid per day has no days worked, or
- someone's deductions are more than their pay.

Once approved, their commission and cash advances are locked to this pay run. No branch can pay them again, and editing an order they worked on can't change them.

## Mark people paid

1. On an approved pay run, tap a person, then **Mark paid**. To pay everyone not yet paid, tap the button in the bar, such as **Mark 12 paid**. The number is how many people it covers.
2. Choose how you paid them: **Cash**, **Bank transfer**, **E-wallet** or **Other**.
3. Add a reference, such as a receipt or transfer number, if you have one. Check the date: it starts at today and can't be in the future.
4. Tap **Mark paid**.

Marking someone paid only records the payment. Fuze Store doesn't send the money: pay them first from your own bank or e-wallet, or in cash. The account to send it to is in the person's breakdown, on their statement, on the person's page and on the pay run spreadsheet, if a [payout account](/docs/account/organizations/organization-people#payout-account) was saved for them.

Someone already marked paid keeps what was recorded. The pay run reads **Partly paid** while some people are paid, and **Paid** once everyone in it is.

## Reopen a pay run

Owners and Admins can reopen an approved pay run until anyone in it is marked paid.

1. Tap **Reopen** in the bar at the bottom.
2. Write why you're reopening it.
3. Tap **Reopen**.

It goes back to draft. The commission and cash advances are unlocked again, and the statements are worked out afresh. The days worked, lines and notes stay. The reason is kept in the activity log.

After someone is paid, a pay run can't be reopened. Put any correction in the next pay run as an addition or a deduction. A refund or void on a sale that was already paid shows up in the next pay run on its own.

## Statements and spreadsheets

- A statement reads like a payslip: the person, the period and the net pay at the top, then earnings and deductions, commission by branch, cash advances (owed before, repaid here, still owed) and the payment.
- **Download PDF** at the top of a statement prints it: every branch with its commission, the lines, each cash advance repaid and what is still owed, and the net.
- **Download spreadsheet** on a pay run gives one row per person, one per person per branch, and every line.
  - For someone not in the run, the **Not included because** column says why: **A branch payout already covers part of this period**, **Another pay run already covers part of this period**, or **Left out by the preparer**. An approved pay run doesn't keep the reason, so it says **Left out**. Someone left out of an approved pay run shows their own pay type and no figures, because nothing was approved for them.
  - If you prepare pay runs or mark people paid, the person sheet ends with each person's payout account: **Payout method**, **Bank or e-wallet**, **Account name** and **Account number**. The account number is kept as text, so leading zeros stay. Everyone else gets the spreadsheet without those columns. Set the account on the person: see [Payout account](/docs/account/organizations/organization-people#payout-account).
- A statement for a one-day period shows that one date.
- Staff see their approved statements in **My Profile → Payouts**, from any branch they work at. See [My Commissions](/docs/store/staff/my-commissions).

## Commission report

The organization's **Commission report** shows what each person earned across branches and how much of it is in a pay run, approved or paid. See [Organization Reports](/docs/account/organizations/organization-reports).

## Why is my number different?

- **A sale from today isn't in the approved pay run.** Approved statements never change. The sale is in the next pay run.
- **A branch's commission shows as zero.** That branch has commissions switched off.
- **Net to pay is ₱0.** Their cash advances are at least as large as their pay. The rest stays owed.
- **Approve says the figures changed.** Someone recorded a sale, a refund or a cash advance for them after you opened the pay run. It has reloaded: check and approve again.
- **You don't see Approve.** You can't reach the home branch of everyone in the pay run, or your role can't approve.
- **Home says someone needs days worked or has pay below zero.** Open the draft pay run and tap **Needs action**. The count on Home can be up to a minute behind.

## Related Guides

- [Organizations Overview](/docs/account/organizations/overview)
- [Organization People](/docs/account/organizations/organization-people)
- [Pay Profiles](/docs/account/organizations/organization-pay-profiles)
- [Cash Advances](/docs/store/staff-operations/cash-advances)
- [Recording a Payout](/docs/store/staff-operations/recording-a-payout)
- [Organization Reports](/docs/account/organizations/organization-reports)
- [Staff Commissions Report](/docs/store/reports/staff-commissions-report)
- [My Commissions](/docs/store/staff/my-commissions)