Payroll
Approve, pay and send payslips
Review each payslip, approve it, mark it paid to release the money and post the journal entry, then email, print or download it.
3 min readLast updated
In this article
Processing a payroll run produces one draft payslip per employee. Each payslip then moves through three statuses: Draft, Approved and Paid. Approving confirms the figures. Marking it paid is the money step: it records the payment and, when General Ledger integration is on, posts the payroll journal entry.
Before you start
The payroll run is processed. See Run the monthly payroll.
To post salaries to the books, General Ledger integration is on and the payroll accounts are mapped. See How payroll posts to the general ledger.
To email payslips, each employee needs an email address on their record.
Review and approve
Open People › Payroll › Payslips. The register lists every employee's payslips with the payslip number, employee, run, period, gross, deductions, net and status. Use the search box to find a person or a run.
Open a payslip with Actions › View and check it. The page shows the employee, the period and run reference, the section How this was calculated, the Earnings and Deductions with their breakdowns, the Employer Contributions, the Attendance figures and the Net Salary.
Select Approve. Only a Draft payslip can be approved.
To approve many at once, go back to the register, tick the payslips, select Approve selected, and confirm with Approve selected.
Mark payslips paid
On an Approved payslip, select Mark paid and confirm with Mark paid. The status becomes Paid and the employee receives a salary notification.
For several payslips, tick them in the register, select Mark selected paid, and confirm.
Check the outcome. If integration is off or the accounts are not mapped, the system warns you that no journal entry was posted, and the payslip shows Not posted to the ledger in place of a journal reference.
Bulk actions handle each payslip on its own, so one failure does not undo the payslips that succeeded. Selection covers the page you are looking at only: the system does not let you select payslips you have not seen for a money action.
Send, print or download
Email sends the payslip PDF to the employee. It is available once the payslip is no longer Draft.
Download saves the payslip as PDF. In the payslip page, choose Summary or Detailed first, in your interface language.
Print prints the payslip on the paper size you choose, with your company letterhead from the print settings.
Employees also see their own payslips in self-service once the payroll has been processed for them.
Who can do what
Approving and marking paid can be granted on their own, apart from the right to process payroll. You can therefore let one person prepare the run and another approve and pay it. Emailing payslips requires the right to process payroll.
Common questions
Can I edit a payslip? No. A payslip is a snapshot of the data at processing time. Correct the input, roll the run back (only while nothing in it is paid) and process again.
Can I undo Mark paid? Not from the payslip. Reverse the payment in accounting; until then the run cannot be rolled back.
Why are the Mark paid and Approve actions greyed out? The action does not fit the status: Approve is for Draft payslips, Mark paid for Approved ones.