Frequently Asked Question

Pulse Payroll End of year Procedure
Last Updated 5 years ago

Skip to step 9 (Resetting Week1/Month1) if you don't use Pulse to do Payroll

  1. Make sure, on the final week of the financial year (Week 52/53) OR when you are going to be doing your final submission, that you go through the payroll process as normal but stop at the 'Create XML Files' step, see below. (YOUR FINAL SUBMISSION IS THE LAST SUBMISSION YOU DO, IF YOU ARE DOING WEEKLY AND STILL NEED TO DO MONTHLY AFTER, MONTHLY WILL BE YOUR FINAL SUBMISSION. IF YOU STILL HAVE AN EPS TO SUBMIT, THE EPS WILL BE YOUR FINAL SUBMISSION).
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  2. Just before clicking 'Process Payroll', make sure any staff who are leaving your company are added into the pay week. They will also need to be set as 'Leaving'. To do this you must, select the staff member from the staff dropdown list, then click 'Add To Pay Week', to add them into the week.image
    • If you add the leavers in AFTER you click 'Process Payroll', you will need to check their Tax and NI manually, you can do this by selecting the staff member (highlight them, not tick), clicking 'Check' from the grey menu bar at the top, and selecting 'Tax and NI Values' from the list. Then click 'Calculate' on the popup form, and finally click 'Update Pay Slip Records', you would need to do this for each staff who's PAYE Tax and National Insurance wasn't calculated.
    • If you click 'Create XML Files', and haven't added all members of staff who are leaving your company you will get this message:image
  3. After you have added all staff members to the list, you can 'Create XML Files' and 'Send Files' to HMRC as normal.
  4. After sending the files to HMRC you should create staff P60's. To do this, on the payslips screen, at the top of the screen, on the grey menu bar, click 'Reports', and then click 'P60's'.
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  5. The P60's form will opens. (See image on step 6)
    1. From the 'Select Report' drop down, select 'P60YTD', and from the second dropdown, select the current financial year.
    2. Once you have both of those selected, you can then click the 'Create P60's' to create the P60 for all CURRENT staff members on the list, or click 'Create P60's Not Created' button to create the P60 for any staff member who's P60 hasn't already been created. You can also see which staff have been issued a P45, any staff issued a P45 have LEFT and will not require a P60.
    3. Then use the 'Select' dropdown, to choose which staff to select, to send the P60 to, you can also manually tick them from the staff list.
    4. Finally, click 'Email' to email the selected staff member their P60, or 'Email All', to email all staff who are ticked their P60.
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  7. If you would like to get a list of all your staff's current holiday fund, you can do this on the payslips screen. Click 'File' in the top left, on the grey bar, then click 'Show Payments For', and click 'Holiday Pay Accumulated'.
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  8. You can also see your staff's YTD information. Navigate to the 'Reports', and 'Spreadsheet reports'. Select 'Payroll YTD Summary' from the 'Report' dropdown, and click 'Load Report'.
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  9. You now need to reset the Week 1/Month 1 Flag.
  10. To do this go navigate to the setup menu, and then click on the 'Check Database' icon.image
  11. This will open the 'Check Database' form, now select the tab named 'Week One'. On this page you will reset the Week1/Month1 flag for your staff, you can do this for all staff or only live staff.
    • To reset only Live Week1/Month1 staff:
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    • To reset All Week1/Month1 staff:
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  12. Changing Tax codes.You should have already received a notice from HMRC detailing the tax code uplifts for the year, please increase your tax code numbers based on HMRC's information.


    On the check database page, if you now select the 'Tax Codes' tab.
    • When the filter box is empty, all tax codes you have on pulse will show in the list.image
    • When you enter a letter into the box, all tax codes ending with that letter will show in the list. Once you have filtered the list, enter the amount the tax code will be increasing or decreasing by into the field show below. Based on whether the tax code will be increasing or decreasing by that amount, you would click the + or - buttons. Click the + button to increase the tax codes by that amount, and click the - button to decrease the tax codes by that amount.
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    • Once you click either the + or - buttons, you will notice that in the tax code list, the right column will change to reflect what the tax code will be after confirmation.
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    • You can then click the 'Confirm' button. This will then open a message asking you to confirm the changes you are about to make. If you're happy with the changes (shown on the right column in the tax code list) then click 'Yes', if you have made an error or unsure click 'No'.
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    • When you click 'Yes' to the confirmation message above, the tax codes in the list will now change, so both the left and right column will look the same and have now been adjusted.
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    • If you need to update a staff members tax code, you can do this on the same screen. Select the tax code from the list, this will select all the staff members with that tax code. This will update all staff who are currently ticked, to do this you can then type the next code you want to change them to, and then click 'Update Tax Code'.image
    • When you click 'Update Tax Code', you will get a popup message asking you to confirm. If you are happy to update all ticked staff to the entered tax code, click 'Yes', if you have made an error, click 'No'.
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  13. IF YOU'RE USING OPT PENSIONS OR YOU DON'T DO PENSIONS THROUGH PULSE YOU CAN STOP FOLLOWING HERE!
  14. IF YOU DO USE PULSE FOR PENSIONS CONTINUE FROM STEP 15 (Updating the Pension Rates)
  15. UPDATING PENSION RATES
  16. Close the 'Check Database' popup form, and click 'Pension Providers'. (See image below) image
  17. This will open up the 'Pension Providers' popup form.
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  18. To change the Employee (EE) and Employer (ER) percentages, click 'File', from the grey menu bar, and click 'Set Pension Rates'.
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  19. You will get a message popup, 'Do you want to adjust the rates?', click 'Yes' if you want to change the current EEPercentage and ERPercentage, click 'No' if you don't want to adjust the rates.
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  20. If you have clicked 'Yes' to the previous message, you will then get a popup asking what you wish to set the Employee Percentage as. If you want to enter a percentage of 2.5% enter 2.5 into the field. Click 'OK' when you are happy with the percentage you have entered.
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  21. You will then get another popup asking what you wish to set the Employer Percentage as. If you want to enter a percentage of 2.5% enter 2.5 into the field. Click 'OK' when you are happy with the percentage you have entered.
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  22. After entering both percentages, you will receive a message, 'Percentages should have been updated'.
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  23. When you click 'OK', you will then get a message telling you, you are about to set the pension rates for both Employee Percentage and Employer Percentage to the values shown in the message. This will affect all workers. THIS WILL NOT AFFECT THE EEADDITIONAL RATE.
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  24. When you click 'Yes', you will then get a message letting you know that all workers pension rates have been changed.
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  25. You can see the staff in the list have now had their EE% and ER% updated, but the EEA% remains the same.image

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