Edit a client's payslip
This article explains how to edit a payslip in your client's account in FreeAgent.
Occasionally you might find that you need to correct a client’s payslip from a previous payroll month in the tax year. HMRC’s advice is to correct an error by updating the year-to-date figures in the next regular Full Payment Submission. You can do that in FreeAgent by following the steps below.
You can also make corrections for a previous tax year and style a client's payslip.
Please note:
- FreeAgent's payroll functionality won't be available if your client has an unincorporated landlord or non-UK account type, or if they're preparing their accounts using cash basis accounting.
- You won't be able to access clients' payslips using the FreeAgent mobile app.
- Once you’ve filed payroll to HMRC using FreeAgent, it’s not possible to delete or undo the payroll submission. However, if you need to make any corrections in the current tax year to a client's pay or deductions after filing the payroll, you can follow the steps below to edit the relevant payslip, which will submit the correct year-to-date figures to HMRC in the next submission.
- If you're editing more than one payslip, edit them in order from oldest to newest to ensure that the correct calculations are made to the tax and National Insurance amounts.
1. Switch to the client's account
Begin by navigating to ‘My Clients’ from your Practice Dashboard.
Find the relevant client from the list and then select the ‘Switch to’ button. This will take you into the client’s FreeAgent account.
2. View the payslip you want to edit
From within your client's account, navigate to the ‘My Money’ tab at the top of the screen and select ‘Payroll’ from the drop-down menu.
Select the appropriate payroll month from the 'History' section on the ‘Payroll’ screen.
Next, select ‘View payslip’ next to the user whose payslip you need to edit. To edit more than one payslip, you will need to complete this process separately for each payslip.
From the payslip screen, select ‘Edit payslip’ in the top-right.
Please note that the ‘Edit payslip’ button won’t be available if you are trying to edit a historical payslip of an employee who has a leaving date entered into their payroll profile. Read how to make payroll corrections after an employee has left the business.
If the payslip is dated in Month 12 and you have filed or marked as filed Month 12, you'll need to wait until the next payroll year to report a prior year correction. If you're not able to make the required changes, please email practicesupport@freeagent.com for assistance.
3. Edit the payslip
Edit the required fields on the payslip and then select ‘Save Changes’ at the bottom of the screen. You can also add a comment to the payslip.
The employee’s payslip for that month will automatically be updated on the screen. You can select ‘Save as PDF’ to save and then share the updated payslip with the employee and/or your client.
What happens next?
Editing a payslip in this way will update the client’s year-to-date figures in FreeAgent, but please note that HMRC won’t receive the client’s updated information until the following month’s payroll submission.
There needs to be a paid employee included in the next month's submission, or if a nil return is being submitted, the checkbox to also submit an FPS must be ticked for FreeAgent to send an FPS which includes the correct year-to-date figures.