If, after withholding an amount from an employee in ZUP, the payroll analytics show a negative balance, and the period is already closed — the situation should be corrected using the "Data Transfer" document by making a manual adjustment.
How to fix it
Since the period in which the distortion occurred is already closed, regular accrual or withholding documents will not correctly fix the situation. In this case, the "Data Transfer" document is used:
1. Create a "Data Transfer" document as a manual adjustment.
2. Select the necessary registers that reflect the debt owed to the employee and in which the negative balance occurred.
3. Make an adjustment to remove the debt owed to the employee — that is, bring the register data in line with the actual state of settlements.
After posting such a document, the payroll analytics should show the correct balance without a minus, and the artificially created debt for the employee will be closed.
It is important to accurately determine which specific registers were affected by the incorrect withholding — usually these are the mutual settlement registers with employees and the personal income tax/accrual registers, depending on where exactly the amount "got stuck." An error in selecting the register may cause the negative balance to disappear in one place while a discrepancy appears in another report.
Frequently Asked Questions
Can a negative balance be corrected with a regular accrual document in the current period?
If the period is closed, it is safer and more correct to use "Data Transfer" as a manual adjustment — this allows for a targeted correction of exactly those registers where the distortion occurred, without affecting the rest of the closed settlements.
How do I know which registers to select in the data transfer document?
You need to analyze in which report or section of the payroll analytics the negative balance is visible — this will indicate the specific accounting register that requires adjustment.
Will such an adjustment affect reports that have already been submitted?
A manual adjustment changes the data within the database to bring the records in order, so before making changes, it is worth checking whether a correction of previously submitted reports will also be required.