Create a pay run - Sage Payroll and HR (ZA)

In a pay run, you record earnings and deductions for your employees for a set period.

Written by Thandiwe Khoza
Updated over a week ago

Sage Payroll then makes sure that all current payroll legislation is applied correctly and calculates your employee’s pay. You can then record the payments and provide payslips statements to your employees.

Before you start a pay run

Before you start a pay run, you first need to set up your employees and assign them to pay groups. For help with that, see Create and Edit employees.

You should also review the default pay groups to check if they are suitable for your business.

You can also edit existing payments and deductions or create new ones, unique to your company. These are referred to in Sage Business Cloud Payroll as pay components. For more information about them, see Create and edit pay components.

Finally, if you need to make submissions for your company, you need to make sure all your company information has been entered correctly.

Starting a pay run

Your first pay run

The first time you start a pay run you have to set up which pay periods you want to use when recording a pay run.

After you've set this up, you can simply select the pay run for the next pay period.

  1. From the Pay Run tab, select Create new Pay Run schedule.

  2. Enter the information for your new pay run, then Create your Pay Run.


Select how often this pay run occurs.

Pay Group

Select the group of employees you want to pay.

Only pay groups associated with this pay frequency are available.

First pay run start date

Enter the date your pay period starts.

First pay run end date

Enter the date your pay period ends.

Payment Date

The day your employees are paid.

Tax Year

The tax year associated with this pay run. If a pay run spans more than one tax year, you should use the tax year of the Payment Date.

Processing Payroll

After you've entered the dates and created your pay run, you can enter what your employees have earned.

To do this:

  1. Select the employee you want to edit (employees that were linked to the selected pay group will be added to the pay run upon creation).

  2. Any earnings, deductions, benefits, and company contributions (pay components) that are part of this pay group or employee's template will already be listed. You will need to enter the amounts for each one as required.

  3. If you need to add a new pay component for a single employee, use the relevant + Add option. To remove one, select Delete.
    If you need to add a new pay component for a number of employees, add it to the pay group template.
    Any pay components you leave blank (or remain a zero value) do not appear on your employee's payslip but will be available again for your next pay run.

  4. Once you're happy with the information, select Save then close the employee (click on the x on the top right-hand side of the screen).

  5. Repeat the process for each employee as required then select Next.

Review & Submit

Check the information you've entered is correct.

Your Employee and Employer contributions are calculated automatically, based on your employee's earnings and deductions.

If you're unsure, to see a more detailed breakdown of the pay run calculations, select View a full summary.

Once you're happy with the figures, select Submit Payroll.

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