How to correct a closing created without all employees?

Before creating a closing, it is important to confirm that all employees who should be included in the period are assigned to the correct Payment Group.

If the closing has already been created and some employees were left out, you will need to create a second temporary Payment Group only for those employees and perform a supplementary closing. Afterward, the employees should be added back to the correct group so they can participate normally in future periods.

Important: always check the date preview before creating the closing. If the displayed period is incorrect, do not proceed and contact Support. Once created, the closing cannot be deleted.

1. Identify the employees who were left out

Before starting the correction:

1. Open the closing that has already been created;
2. Check the employees included;
3. Identify who should have been included in the period but does not appear;
4. Confirm which period needs to be closed;
5. Check which Payment Group each employee is currently assigned to.

This review prevents the same employee from being included in more than one closing for the same period.

2. Create a supplementary Payment Group

Create a separate group only for the employees who were not included in the original closing:

1. Go to Payroll > Payment Groups;
2. Create a new group;
3. Enter a name that clearly identifies its purpose, such as Supplementary closing — July;
4. Configure the required period and closing day;
5. Review all settings;
6. Save the group.

Review the group before adding employees, as some settings may no longer be editable after the group is in use.

3. Add the employees who were left out

After creating the supplementary Payment Group:

1. Open the Employees tab;
2. Add only the employees who were not included in the original closing;
3. Check the Start date displayed for each employee;
4. Confirm that this date allows the period that needs to be closed to be included;
5. Complete the addition.

Do not proceed if the date is incorrect. If the required date is not displayed or cannot be selected, contact Support before creating the closing.

4. Check the preview before creating the closing

Before confirming the supplementary closing:

1. Go to the closings page;
2. Start creating a new closing;
3. Select the supplementary Payment Group;
4. Check the date range displayed;
5. Confirm that the start and end dates match the period that needs to be closed;
6. Verify that only the employees who were left out are displayed.

If the date range is incorrect, stop the process and contact Support. Do not create the closing expecting to correct or delete this information later.

5. Perform the supplementary closing

When the group, employees, and dates are correct:

1. Create the closing;
2. Open the created period;
3. Confirm that all expected employees are displayed;
4. Review the records and results for the period;
5. Handle pending, invalid, missing, or out-of-order punches;
6. Review Worked Hours, Overtime, Hours Bank, absences, and the other results;
7. Lock the period after completing the review.

This closing should include only the employees who were left out of the original process.

6. Add the employees back to the correct Payment Group

After completing the supplementary closing, the employees should return to the Payment Group that will be used for future periods.

To do this:

1. Identify the correct Payment Group for each employee;
2. Remove them from the supplementary group when necessary;
3. Open the correct group;
4. Add the employee again;
5. Confirm the addition;
6. Check that the employee is assigned to the expected group.

The date entered should preserve the period that was already closed in the supplementary group and allow the employee to participate normally in the next closing.

If the correct date is not available or the platform displays a different period than expected, do not proceed and contact Support.

7. Review the groups before the next closing

Before creating the next closing:

• Check all active employees in the Payment Group;
• Pay special attention to new hires and transfers;
• Review the Start dates of the assignments;
• Confirm that no employee remained incorrectly assigned to the supplementary group;
• Check the period preview before completing the creation.

Tips and troubleshooting

• The employee does not appear in the closing: check whether they were assigned to the Payment Group when the closing was created.
• The closing was already created without some employees: create a second group only for those employees and perform a supplementary closing.
• The displayed date is incorrect: do not create the closing and contact Support.
• The supplementary group contains employees who were already included in the original closing: review the list before creating the new closing.
• The employee remains in the supplementary group after the closing: remove them and add them back to the correct group with the appropriate date for future periods.
• The correct date does not appear when returning the employee to the original group: contact Support before confirming the change.

Best practices

• Review the employee list before every closing;
• Pay special attention to newly hired or transferred employees;
• Validate the date range before creating the closing;
• Do not proceed when the preview shows an incorrect period;
• Use clear names to identify supplementary groups;
• Include only employees who were left out in the supplementary group;
• After the closing, return the employees to the correct group;
• Review the groups again before the next cycle.

Frequently asked questions

1. Can I add an employee to a closing that has already been created?

When an employee was left out, create a supplementary Payment Group only for that employee and any other employees who were not included. Then, perform another closing for that group.

2. What should I do if the preview shows an incorrect date?

Do not proceed with creating the closing. Contact Support so the period can be reviewed, because the closing cannot be deleted after it is created.

3. Should the new group include all employees in the company?

No. Include only the employees who were left out of the original closing.

4. Should the employee remain in the supplementary group after the closing?

No. After completing the supplementary closing, add the employee back to the correct Payment Group for future periods.

5. How can I prevent this issue from happening again?

Before creating the closing, review the employees assigned to the group and carefully check the date preview.