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Closing Payroll with Quantum: Quick Step Guide

Closing payroll each week is essential to ensure your team is paid accurately and on time. Follow these steps to make sure everything is reviewed, signed off and ready to process.

 

Step 1: Review Week Details

Go to: People > Week Details

  • Double-check all hours and payments for staff.

💡Tip: Use filters to review different contract types (e.g. hourly vs. salaried)

  • For hourly staff, approve and adjust any variances
  • For full-time staff:
    • Under hours? Use Top up Week or TOIL
    • Over hours? Use Adjust to Pay Salary or move hours to TOIL. 

➡️ For help updating the Week Details Screen, click here!

 

Step 2: Set Leavers (if applicable)

Go to: People > Staff Profile

  • Select the leavers name from the list > click the 3 dots > choose Set as Leaver
  • Must be done within an open payroll week and during the final two weeks of employement.
  • Alkimii will automatically pay out holidays, bank holidays and lieu balances.

➡️ For help setting your employee as a leaver, please click here!

 

Step 3: Complete Daily Sign-Off

Go to: People > Sign Off Monitor

  • Make sure every day in the payroll week is fully signed off
  • This ensures that that only approved hours are included in the payroll.

💡Tip: Use the Sign Off Monitor to check at a glance what’s been completed.

➡️ For help using the Sign-Off Monitor, click here!

 

Step 4: Access Payroll Data

Go to: People > Week Costs > Payroll Data tab

  • Use the calendar to change to last week’s dates.
  • Make sure you’re viewing the correct payroll week. 

 

Step 5: Download the Timesheet Audit

  • Click Generate Timesheet Audit. Once generated click Download.
  • Review the downloaded file for:
    • The hours going to payroll
    • Check that any new starters have a payroll ID

 

Step 6: Export the Payroll File

  • Click to download the Payroll *Quatum* Export File.
  • The export name will differ depending on your payroll system. 

⚠️ Do not open the export file — just save it directly to your payroll folder.

 

Step 7: Process Payroll in your Payroll System (Quantum) 

  • Run RPNs
    • Set the new payroll period
  • Backup
    • Always take a system backup after running RPNs 
  • Import Time and Pay
    • Go to Company edits → edit timesheet batch → Select file and “File Type” = Mutil Timesheet Import (payment codes)
    • Click Open
    • Then - #1 validate - #2 Post - #3 Save

You’re Done! 🚀

You've now successfully closed the weekly payroll. Repeat this process each week to stay on top of staff payments and compliance.