Overview
In Zone Payroll (Canada), once a payroll has been finalized (posted), it is locked to protect accuracy, auditability, and compliance with Canadian regulations.
If a finalized payroll must be corrected, it must be Rolled Back. This action removes the payroll record, allowing you to correct data and reprocess. Because this impacts statutory reporting and payments, rollback is restricted by specific security controls.
Before You Proceed:
Rolling back a payroll cannot be reversed.
Rollback does not undo external actions (e.g., bank files already sent to the bank or ROEs submitted to Service Canada).
Security & Permissions
The ability to perform a rollback depends entirely on the current stage of the Pay Run.
Roll Back Authorization Levels
| Pay Run Stage | Authorized Roles |
|---|---|
| Prior to Post Stage | Any Payroll Administrator or Administrator. |
| Post Stage Onwards | Administrator role only (by default). |
Unless specifically enabled in the Payroll Configuration settings, the "Roll Back Paid" button will not be visible to Payroll Administrators once the payroll has reached the Post stage.
TIP: Need to enable access for Payroll Admins? See our guide: Enable or Disable Payroll Administrator Access (Post-Stage Roll Back)
How to Roll Back a Finalized Payroll
Step 1: Open the Payroll Record
Navigate to Payroll > Payroll Records > Payroll Record List.
Locate and open the specific Posted payroll record.
Step 2: Initiate Rollback
On the payroll record, click the Roll Back Paid button from the top menu.
In the Roll Back To dropdown, choose the appropriate stage.
Rollback Stages Explained
Roll Back to Timesheets: Use if hours were entered incorrectly or time entries are missing.
Roll Back to Variable Pay: Use to correct Benefits, Deductions, or other compensation components.
Roll Back to Process Payroll: Use to add/remove employees or fix general payroll setup issues.
Roll Back Entire Payroll: Select Pick All to completely remove the record and start over.
Confirming a Full Payroll Rollback
When performing a Full Rollback (selecting Pick All), the system triggers specific safety protocols to ensure you intend to delete the record entirely.
a. System Confirmation Message
After clicking Rollback, NetSuite displays a warning message indicating that all payroll data will be removed and the action cannot be undone.
Prompt: You will be asked: “Are you sure you want to roll back?”
Action: To proceed, click Rollback.
b. Rollback Processing
Once confirmed, NetSuite begins the background process. A status message will appear:
"Payroll is currently rolling back. Please be patient and do not refresh or close this window. The page will refresh or close automatically once the rollback is complete."
Critical Requirements During Processing:
Do Not Refresh: Refreshing the page can interrupt the database script.
Do Not Close the Window: Closing the browser may cause the rollback to fail or leave the payroll in a "stuck" state.
c. Completion
The system will automatically notify you when the process is finished:
The payroll record is removed from the Payroll Record List.
The page will automatically refresh or redirect to the blank Run Payroll form.
Payroll can now be corrected and reprocessed from the beginning.
External Impacts (Bank Files & ROEs)
Rolling back a payroll only affects records inside NetSuite. It does not communicate with external institutions.
EFT / Bank Files: If a direct deposit file has been uploaded to your bank, NetSuite cannot recall those funds. You must contact your bank directly.
Records of Employment (ROE): Rolling back payroll does not retract an ROE. You must manually amend or issue a replacement via the Service Canada portal.
CRA Reporting: If the payroll impacted CPP, EI, or Income Tax, and remittances have already been submitted, you must check for adjustments. You may need to recreate remittance data or file amended reports to the CRA.
Best Practices
Document: Record the reason for the rollback in the payroll notes for audit purposes.
Verify: Always check if EFT files have been transmitted before clicking confirm.
-
Restrict: Keep the "Allow Payroll Admin Rollback" setting disabled unless specifically required by your internal controls.