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Overview

The ReadyPay payroll run wizard at /hr/payroll/runs/proliant drives a single payroll cycle end-to-end against the Proliant ReadyPay engine. It is the HR-side cockpit for the embedded payroll engine. You pick a pay calendar, push inputs, preview Proliant’s gross-to-net, clear verification checks, reconcile totals, and approve the batch. Once you submit, Proliant funds the deposits and files taxes. The seven steps map 1:1 to a server-side run state machine (draft → started → preprocessed → verified → approved → submitted → posting → posted | failed), so the wizard’s active step is always derived from the live phase. If you reload the page mid-run, you land back on the correct step.

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Who it’s for

HR and Finance admins responsible for cutting payroll. The page is gated by the hr.proliant-payroll.run permission. Reconciliation overrides additionally require hr.proliant-payroll.override-reconciliation.

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Prerequisites

  • Your organization has the Proliant HCM integration configured and active.
  • A Proliant pay calendar is open for the period you want to run.
  • Employee data, rates, deductions, and timesheets are synced to Proliant (or pushed via the integration’s push_timesheets and employee push scopes).
  • Earning, deduction, and accrual code mappings are reviewed in the Code mappings tab on the Proliant integration page.
  • You hold the hr.proliant-payroll.run permission.

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Wizard steps

The wizard opens at Select calendar (step 1 of 7) and advances through the run state machine.
Proliant payroll run wizard, step 1
1

Select calendar

Pick the Proliant pay calendar for the period. Only calendars returned by GET /Company/{companyId}/Earnings/calendars appear here — if the calendar you expect is missing, confirm the period is open in Proliant.
2

Inputs review

Confirm the inputs that will be sent for preprocessing: employees in scope, pushed earnings, deductions, and timesheets. This is the last step before Proliant touches the data — back out here if the input set looks wrong. Selecting Next dispatches start and preprocess against the proliant-payroll-run edge function.
3

Preprocess preview

Review Proliant’s gross-to-net preview: employee count, gross, net, taxes, and deductions. Numbers come from Proliant’s preprocess response, not from Encore. Select Next to advance to verify.
4

Verify

Work through each verification check Proliant returns (missing rates, blocked employees, zero-hour exceptions, and similar gates). Each row has its own Approve action; you cannot continue until every check is approved or resolved at the source.
5

Reconcile

The reconciliation panel compares Encore’s expected totals (gross, headcount, deductions) against Proliant’s returned totals. Rows outside the tolerance are flagged.
  • If everything is within tolerance, the panel passes and Next unlocks.
  • If a row breaches tolerance, you can either fix the underlying input and re-run preprocess, or — if you hold hr.proliant-payroll.override-reconciliation — select Override & continue. Overrides are stamped with your profile ID and timestamp on the reconciliation row for audit.
6

Approve & submit

Selecting Submit dispatches approveBatch followed by submit against the orchestration edge function. Once Proliant accepts the batch, the run cannot be cancelled from Encore — funding and tax filing are now in Proliant’s hands.
Proliant payroll run wizard, Approve & Submit step
The mutating submit is bound to this step only; the following Results step is read-only (HR-44-EN-01 AC-5).
7

Results

The final step is a read-only view of the submitted run: Proliant run identifiers, totals, and the status the run-poller has observed (submitted, posting, posted, or failed). Once Proliant emits the JournalEntry, the FA-43 consumer drafts a balanced GL entry for review in Finance & Accounting. This step exposes no mutating action — the run is already in Proliant’s hands.

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Run state machine

The wizard never advances local state alone; each “Next” calls an orchestration action and the server-side phase moves the wizard forward on the next poll. A run only ever rewinds from the server side — the UI does not let you step backwards once the run leaves draft.

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Reconciliation tolerance

Reconciliation compares expected vs. returned values for gross pay, headcount, and total deductions. The default absolute tolerance is 0 — any variance trips a breach. To loosen this for a tenant, set reconciliation_tolerance (a positive number) on the integration row’s custom_fields:
A tolerance of 0.50 means expected and returned values within $0.50 of each other are treated as a match. Raise this only when you have a documented reason (for example, rounding between Encore’s expected total and Proliant’s per-employee math).

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Journal entry handoff

After Proliant marks a run Posted, the proliant-run-poller fetches the JournalEntry and emits an event the FA-43 payroll JE consumer handles. The consumer:
  1. Translates Proliant’s gl1…gl6 GL codes into Encore accounts via the GL account code mapping.
  2. Builds a balanced draft fa_journal_entries row using Proliant’s debit/credit transaction types.
  3. Routes any unmapped GL code or unbalanced line set to the exception queue — nothing auto-posts.
Finance reviews and posts the draft entry in the FA workspace; there is no automatic posting.

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Permissions

Both permissions are tenant-scoped. Assign them to HR/Finance admins responsible for cutting payroll. Platform and organization admins inherit access.

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Manual checks

For an off-cycle or correction payment outside a calendar run, use the Manual check button on the payroll-run page. It targets exactly one actively mapped employee, a pay-period window, and a single earning line — enter hours (with an optional rate, defaulting to the employee’s current pay rate) or a flat amount — and requires explicit confirmation before anything is written to payroll. The edge function re-validates everything server-side (admin role, the vendor’s ManualCheck grant, idempotency); if ReadyPay has not granted the ManualCheck scope to your credentials yet, the request comes back as an explicit skip (an info toast), never a silent success.
Proliant manual check confirmation dialog

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Troubleshooting

  • No calendars appear. No open calendars for the company. Confirm the pay period is open in Proliant before retrying.
  • Verify step never clears. A verification check is unapproved or unresolvable. Resolve the source data (missing rate, blocked employee) in Proliant or Encore and re-run preprocess.
  • Reconciliation always fails. Tolerance is 0 by default and Proliant’s per-employee rounding can produce a 0.01–0.01–0.50 variance. Either raise reconciliation_tolerance on the integration, or override the breach if you hold the override permission.
  • Run stuck on submitted or posting. The run-poller pulls Proliant on a schedule (suggested every 15 minutes). If your environment’s poller schedule has not been registered, contact your platform admin.
  • GL entry never appears in Finance. The FA-43 consumer routes unmapped GL codes to the exception queue. Open the Code mappings tab on the Proliant integration page, ensure all gl_account rows have an Encore account assigned, and re-run the JE consumer.

Embedded payroll engine (Proliant ReadyPay)

Proliant HCM integration — admin guide

Proliant HCM integration — user guide

Production cutover runbook

This page documents shipped product behavior. It is not medical, legal, or billing advice. Verify against your organization’s policies and applicable regulations before using it for clinical, compliance, or billing decisions. Protected health information (PHI) shown in the product is governed by your tenant’s access controls and is never exposed in this documentation.