Follow a salary file: submitted, paid, rejected and void

Steps

1. 1

   Find the files on the WPS Payment Records tab

   In Workforce select WPS Payment Records and look at Salary Information Files. Each row is one generated file with its salary month, name, number of employees, total and status. Both files here are still Generated: nothing has been recorded about them since they were downloaded.

   • Select WPS Payment Records
2. 2

   Select Mark submitted on last month's file

   You uploaded last month's file to the exchange house this morning. On its row select Mark submitted. The window explains that this records the upload. In Note, type something that will help later, such as the reference the agent gave you.

   • Select Mark submitted
   • Type Note: Uploaded to the exchange house portal. Reference 4471.
3. 3

   Select Confirm

   Select Confirm. The status changes to Submitted and your note is shown under it. The buttons on the row are now Mark paid, Mark rejected and Void.

   • Select Confirm
4. 4

   Select Mark paid and enter the paid date

   The exchange house has confirmed that the salaries were credited. Select Mark paid. In Paid date enter the day the employees received the money, not the day you are recording it. The date decides whether the payments count as on time.

   • Select Mark paid
   • Type Paid date: 2026-10-10
5. 5

   Select Confirm

   Select Confirm. The status is now Paid, with the date underneath. Paid is final: the row keeps only the eye and the download icon.

   • Select Confirm
6. 6

   Open the month under WPS Payment Records

   Scroll down to WPS Payment Records at the bottom of the tab. Marking the file as paid created a line for the month: nine employees, all compliant, and the total. Select the line to open it.

   

7. 7

   Read an employee's payment record

   Each employee in the file has a record with the due date, the paid date, the amount and a status. The due date comes from the payment deadline in the employer set-up. The salaries were paid before it, so every record reads On time. Paid after the deadline, they would read Late.

8. 8

   Mark the older file as submitted

   Now the older file. It was uploaded too, so scroll back up to Salary Information Files, select Mark submitted on its row and then Confirm. A note is optional.

   • Select Mark submitted
   • Select Confirm
9. 9

   Select Mark rejected and give the reason

   The exchange house refused that file. Select Mark rejected and type the reason in Note, so that whoever prepares the corrected file knows what to fix. Then select Confirm.

   • Select Mark rejected
   • Type Note: Rejected by the exchange house: one account was closed.
   • Select Confirm
10. 10

    Select Void to withdraw the file

    A rejected file can only be voided. Select Void, then Confirm. The file stays on the list as part of the history, with the status Void, but it can no longer be downloaded or submitted. The month itself still needs a corrected file or payment records entered by hand, which the next lesson covers.

    • Select Void
    • Select Confirm
11. 11

    See the result on Overview

    Select the Overview tab. The WPS Compliance card now has something to measure. Nine of the ten employees enrolled in WPS were paid on time last month, so the rate is ninety per cent. The tenth is the employee left out of the file; her payment is recorded by hand in the next lesson.

    • Select Overview