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Exporting and closing payroll runs

Payroll run actions can affect invoices, bills, payslips, Xero records and downstream payroll processing. Use this page to understand the actions before using them.

Availability depends on your permissions, workspace configuration and the payroll run status.

Export All to Xero​

When Xero is configured, a payroll run may show Export All to Xero.

Use this action to export supported payroll-related records to Xero, such as invoices or supplier bills, depending on your agency configuration.

Before exporting:

  1. Review the payroll run status.
  2. Check Pre-Export Validation.
  3. Review the Items, Invoices, Bills and Payslips tabs.
  4. Confirm that candidate, client, supplier, invoice and bill information is correct.
  5. Confirm required timesheets are approved or authorised.
  6. Follow your agency's payroll approval process.
Check before exporting

Exporting can create or update accounting records in Xero. Do not export until the run has been reviewed and approved internally.

Send Invoices​

The Invoices tab may show Send Invoices.

Use this only when invoices are ready to be sent to clients. Check invoice totals, recipients, Xero status and agency approval requirements first.

If View Draft is available, review the draft invoice before sending. Check the invoice template, timesheet breakdown, candidate or supplier details, client details and any attachments required by the client.

If invoice handling options are available for an adjustment or correction, confirm whether you need to issue only the difference or credit and re-invoice the full amount. Use the option that matches your finance process.

Close Run​

Close Run is used when payroll processing for a run is complete.

Closing a run may restrict further changes. Before closing:

  • confirm all items are correct
  • confirm invoices and bills are handled
  • confirm payslips are reviewed where applicable
  • confirm Xero export or invoice sending has been completed if required
  • confirm adjustments have been approved, authorised and handled correctly
  • confirm no further adjustments are expected

Reopen to amend​

An exported or closed run may show Reopen to amend where your permissions and the run status allow it. Use this when the run needs review or correction before it is finalised again.

Before reopening, confirm what has already happened outside RecSphere. If invoices, bills, payslips or Xero records have been sent, exported, paid or reconciled, speak to your payroll or finance lead before making changes.

Un-export a pay run​

Some runs may show Un-export this pay run so you can add or amend items, then re-export.

Use this only if your agency process allows it and nothing has been paid or finalised externally. Un-exporting can affect the relationship between RecSphere and downstream accounting records.

Be careful with un-export

Only un-export a payroll run when you understand the accounting and payroll impact. If records have already been paid, sent or reconciled, ask your payroll or finance lead before continuing.

Locked or exported runs​

After export, some actions may be disabled. For example, delete may be unavailable after export.

If an action is disabled, check:

  • the run status
  • whether the run is exported
  • whether the run is locked
  • your permissions
  • whether related records have already been sent or processed
  • Payroll Overview
  • Payroll Run Items
  • Payroll Invoices, Bills and Payslips
  • Xero Integration