The payslip is already validated and cannot be changed

Symptom

You open a payslip that is already validated or paid and want to change an amount, delete it or cancel it. The lines cannot be edited, there is no Calculate button and the top of the payslip says:

“Payslip already validated: it can no longer be changed. To correct it, create a corrective payslip.”

Message

Seen on the October 2026 payslips of Empresa Demonstração, Lda, in the Paid state, with the Payroll Processor profile.

In Actions › Delete, after confirming:

“Payslip “Bruno Miguel Teixeira (01/10/2026 — 31/10/2026)” cannot be deleted: it is “Paid” (or was validated). What happened: a processed payslip is a legal document that stays for the record. How to fix it: correct it with a corrective payslip (action “Rectify”); only drafts can be deleted.”

In Actions › Cancel receipt, with a Reason written and Confirm cancellation, on a Paid payslip of an accounted batch (the normal case at month end: the October 2026 batch accounted in SAL/2026/00005, a single entry for the 8 payslips):

“Payslip “Ana Margarida Pinto (01/10/2026 — 31/10/2026)” cannot be cancelled: it is paid and its entry SAL/2026/00005 (Salários de outubro de 2026) also accounts other payslips (aggregated batch). What happened: a paid payslip never becomes cancelled, and reversing the entry would take the others with it. How to fix it: ask the Payroll Administrator to use “Reset to validated” on the batch (only while no payment is posted or reconciled) and then cancel all the payslips of the batch together; or correct this one with “Rectify”, which creates a corrective payslip.”

With the batch payments already posted in Accounting, Reset to validated is refused (I cannot pay the salaries or generate the transfer file). In that case the path is the corrective payslip.

Verified causes

• A validated payslip is a legal document. From Validated on, the payslip has been (or will be) given to the employee, paid and declared. fiscaldoo does not let you recalculate, delete or change the employee, the period or the type. Only a payslip in Draft can be deleted.
• A paid payslip is the end of the cycle. The payslip goes Draft › Validated › Paid. It does not leave the Paid state, not even to Cancelled; what can be reset, with Reset to validated and a reason, is the whole batch, while the payments are not posted.
• The journal entry belongs to the whole batch. When the batch is posted in a single entry, a payslip cannot be cancelled on its own, because reversing the entry would take the other payslips with it. The message mentions “Reset to validated” on the batch; it only works while no payment is posted or reconciled.
• The same applies to what the payslip has already used: the termination with a validated final payslip, a payment already made, a travel sheet backing a validated payslip, and garnishments, union dues or assignments already handed over. Each refuses the change with its own message telling you to correct with a corrective payslip. Pending validation on screen: these messages were not triggered in this round (the demo has no terminations or garnishments in October).

What to check

1. The payslip state, top right: Validated or Paid. In Draft, the payslip can still be corrected: correct the source data (contract, absence, variable payment) and press Calculate.
2. Whether the monthly pay statement (DMR) or the Social Security declaration for that month has already been submitted. The corrective of a month already declared requires replacing the declaration (see “How to fix it”).
3. What actually changed: the contract, the schedule or the presences of the month, or an amount that does not come from anywhere (for example a forgotten bonus).

How to fix it

Correct with the Rectify button (Payroll Processor profile)

1. Open the payslip in Payroll › Process › Payslips.
2. Press Rectify. The window opens with the Reason of the correction field.
3. Write the reason and press Prepare the corrective. fiscaldoo compares the payslip with today's contract, schedule and presences and prepares the corrective with the difference.

If nothing changed in that data, the window answers: “Nothing changed since this payslip was closed. What happened: the contract, the schedule and the presences of the period are as they were. How to fix it: nothing to do; to pay something else create a corrective payslip by hand.” That is what happened in the example: Ana Margarida Pinto's October payslip had no changes and nothing was created.

For an amount that does not come from the contract or the presences (a forgotten bonus or allowance), the corrective is made by hand. Pending validation on screen: the corrective payslip made by hand was not followed through to the end in this round.

Before validating the corrective of a month already declared

If the DMR or the Social Security declaration for the original month has already been submitted, prepare the replacement declaration before validating the corrective (DMR). Pending validation by a certified accountant: in which month the difference of the corrective is declared (month of payment or original month) and when the replacement declaration is mandatory.

Correct only the IRS withheld

If the only error on the paid payslip is the IRS withheld, use the Correct the IRS withheld button, on the payslip bar, instead of Rectify. The window says: “The payslip is not edited. The difference is taken by the next payslips of the year: added if too little was withheld, returned if too much (never more than the payslip withholds). It cannot go past the last withholding period of the year.” It asks for the IRS that was due (the IRS withheld is pre-filled: €17.00 on Eva Cristina Rocha's October payslip) and the Reason, and records it with Register the correction.

The difference goes into the IRS withheld on the following payslips of the same year and, therefore, into the DMR of the month in which those payslips are paid. The DMR of the original payslip's month does not change. Pending validation by a certified accountant: whether correcting the IRS withheld on the following payslips of the year waives the replacement DMR for the original month, and what to do when the error is found after the last payslip of the year.

Do not try to cancel a paid payslip to redo it

Cancelling a paid payslip is refused (the message above). The path is the corrective, which keeps the original and adds the difference.

Expected result

• The original payslip stays as it was, Validated or Paid, with the notice “it can no longer be changed”.
• The corrective appears in Payslips with the same employee and period, in Draft, until it is calculated and validated like the others.
• When nothing changed, no payslip is created and the window says why.

When to contact support

• The payslip is in Draft and still refuses Calculate or Delete.
• Rectify answers “Nothing changed…” after you changed the contract or the presences for that month.
• The payslip shows Paid without any payment having been made.

Information to send

• The employee, the payslip period and the state.
• The full text of the message, copied from the screen.
• What you want to correct and whether the DMR and the Social Security declaration for the month have already been submitted.
• The profile you logged in with.