Payroll Software and Operations

This section covers the system side of payroll: how payroll data moves through imports, previews, approvals, locking, exports, and closeout work inside a payroll platform.

Use it when the main question is not “What is on the paycheck?” but “How does payroll software control the run from input to close?”

Start Here

• Payroll Run explains the full processing event that turns approved inputs into payroll results.
• Payroll Import explains how time, earnings, or deduction data enters payroll from another source.
• Payroll Preview explains the review view payroll uses before approval.
• Payroll Approval explains the checkpoint that clears the run to move forward.
• Payroll Close explains the closeout work after the run has been processed.

Run Controls and Review

• Payroll Batch explains how payroll platforms group records or transactions together.
• Payroll Lock explains how the system restricts late edits to a reviewed run.
• Payroll Exception explains the issues that payroll must investigate before or during processing.
• Payroll Variance explains unexpected changes payroll compares against prior results.

Codes, Records, and Downstream Output

• Pay Code explains the broader system labels that classify payroll items.
• Earnings Code explains how payroll software identifies different pay types.
• Deduction Code explains how payroll software identifies deductions and contributions.
• Payroll Journal explains the record used to summarize payroll results for accounting or review.
• Payroll Export explains how approved payroll data leaves the system for downstream use.

In this section

• Deduction Code
  Payroll-system label for a specific reduction so deductions, contributions, and similar items are processed consistently.
• Earnings Code
  Payroll-system label for a specific type of earnings, such as regular pay, overtime, bonus pay, or paid leave.
• Pay Code
  General payroll-system label used to classify pay-related items so the platform can apply the right treatment and reporting.
• Payroll Approval
  Formal checkpoint that confirms the payroll run has been reviewed and is ready to move forward to payment and closeout.
• Payroll Batch
  Grouped set of payroll records processed together inside the system so imports, reviews, and run activity stay organized.
• Payroll Close
  Operational closeout stage that confirms the payroll run is complete, reconciled, and ready for downstream follow-up.
• Payroll Exception
  Unusual payroll result, warning, or condition that needs review before the run can be approved or fully closed.
• Payroll Export
  Process of sending approved payroll data out of the system for banking, accounting, reporting, or other downstream use.
• Payroll Import
  Process of loading time, earnings, or deduction data into payroll from another source before review and approval.
• Payroll Journal
  Run-level payroll summary record used for review, reconciliation, and downstream accounting after payroll is processed.
• Payroll Lock
  System control that restricts ordinary edits to a reviewed payroll run so approval and payment use a stable version.
• Payroll Preview
  Pre-approval review view that shows provisional payroll results so issues can be fixed before the run is finalized.
• Payroll Run
  Full payroll-processing event that turns approved inputs into calculated pay, deductions, and payment output.
• Payroll Variance
  Meaningful difference between expected payroll results and the current run that payroll reviews before approval or close.