This article explains how to change the Paid / Not Paid mark of overtime in the Converted to Paid column afterwards. Company admins and users with the OVERTIME_ADMIN permission do this.
Before you start
The overtime must be converted to payment (Converting overtime to payment or leave).
You must be a company admin or have the OVERTIME_ADMIN permission. Other users do not see these options.
Step by step
In the left menu, go to Time and attendance > Overtime.
In the ⋮ menu of a card in the Converted to Paid column, click Mark as unpaid (on a paid record) or Mark as paid (on an unpaid record).
In the window, the Change row shows the old and the new value and the Payroll period row shows the payroll month the payment belongs to. If you like, write an explanation of up to 500 characters in Note (optional).
Click Mark as unpaid or Mark as paid. The Paid / Not Paid label on the card changes at once and the notification tells you how the change affects payroll.
Changing in bulk
On the Board view, click Bulk Select in the header of the Converted to Paid column and select the records (Select All for all of them).
In the bar at the bottom, click Mark as paid or Mark as unpaid, add a note if you like and confirm. Each record is handled on its own: if some cannot be changed, the notification says how many and why.
Change history
Click Detail in the card's ⋮ menu.
The Overtime Applications Payment window shows the Payment status, the Payroll period and the Paid status history. The history lists the old and new value, who changed it, the date and time, and the note of every change. You can also make the change with the button there.
Result
If you use the Payroll module, only payments marked Paid go to payroll, as overtime hours of the payroll month they belong to.
Open payroll period: the change shows in that month's payroll list right away and is used in the next calculation. If you ran a payroll preview, run it again.
Closed payroll period: a payment included in that month cannot be marked Not Paid; the window explains why and its confirm button stays disabled. Reopen the payroll period first. No change is possible while the period is being calculated either; try again when the calculation finishes.
If the period of a payment marked Not Paid is closed and you mark it Paid, the payment moves to the next open payroll period; the notification names the old and the new period.
Without the Payroll module the mark is for your records only and can always be changed. If the timesheet source is the payroll screen, overtime is not read into payroll and the mark does not affect it (Timesheet source: payroll screen).
Every change is recorded with who made it, when, the old and new value and the note.
Common issues
Symptom: In the Mark as unpaid window the confirm button is disabled and the text says the payment "was included in the closed ... payroll".
Cause: The payment was paid in a closed payroll period.
Solution: If the change is really needed, reopen the payroll period first and try again.
Symptom: The paid options are missing from the menu.
Cause: The record is not in the Converted to Paid column, or you are neither a company admin nor an OVERTIME_ADMIN.
Solution: Check the record's column and your permission.
Symptom: After a bulk change a "records could not be updated" notification appears.
Cause: Some of the selected records belong to a closed payroll period.
Solution: Read the reason in the notification; the other records were updated.