Xero Payroll Pay Runs – How to Change or Edit a Pay Run

by | May 7, 2018

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You may need to make changes to a pay run that you have started in Xero payroll. In this tutorial, we will use Xero’s demo company to see how you can edit the pay templates of employees of a draft pay run.

Pay Runs in Xero Payroll

To get to the right area of Xero payroll:

  1. Go to Settings → Payroll in the main menu.
  2. Click on the Pay employees tab.


How to Edit a Pay Run

Xero’s demo company should already have a pay run set up for you to edit. If this is not the case, please add a pay run by following the steps in our guide on how to set up a pay run in Xero payroll and return to this tutorial when finished.

To edit a pay run, click anywhere on the row containing the Draft Pay Run information:


In the next screen, you should see a list of the employees that are included in your pay run. To edit the pay details of an employee, click anywhere on the row containing the employee’s details. For this exercise, we will make changes to Lebron James’ pay:


The next screen shows Lebron’s pay template. Here, we can add, delete or change many of the variables for Lebron’s pay this pay run. For this exercise, we will make a few changes before saving the updated pay template.

Edit the Hours Worked

The first change we will make is to the hours worked. Let’s assume Lebron worked an extra four hours this fortnight. To make the change, go to the Hours field of the Ordinary Hours line and increase it to 80 hours:


Edit the Superannuation Payments

Next, we will edit Lebron’s superannuation payments. Let’s assume Lebron does not want to contribute a salary sacrifice amount this fortnight. To achieve this, we can either change the salary sacrifice amount to zero in much the same way we changes the hours worked in the last step, or we can delete the line entirely. For this exercise, let’s delete the line by clicking on the X symbol on the right-hand side of the HESTA Super Fund – Salary Sacrifice – SPIN line:


Save the Pay Template

Once you have finished making changes, you need to save the pay template. To do this, click on the following buttons at the bottom of your screen:

  1. Save followed by Cancel to get back to the main pay run screen; or
  2. Save & Next if you want to edit the next employee’s template.


That’s all you need to do to edit a pay run in Xero.

Mark Cunningham

Mark Cunningham

Xero Specialist | Udemy Instructor | Small Business Owner

I have been a company accountant for more than 20 years. I am now dedicated to empowering small business owners through my highly-rated and popular Udemy courses on Xero, bookkeeping and accounting.

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