Payroll
Run the monthly payroll
Create a payroll run for a period, process it to produce a payslip for every active employee of your branch, review the totals, and roll it back if something is wrong.
4 min readLast updated
In this article
A payroll run covers one pay period for your current branch. Processing it calculates a payslip for every active employee of that branch from the data the system holds at that moment: basic salary, allowances, attendance, approved leave, overtime, insurance, benefits, loan installments, approved penalties and tax. You then approve and pay the payslips themselves.
Before you start
Attendance for the period is complete, and leave requests and hourly permissions for the period are approved. Processing takes a snapshot, so anything approved later does not change payslips that already exist.
Penalties you want deducted are approved, and approved loans are disbursed.
Every employee to be paid has a basic salary, the status Active and belongs to your branch. Anyone else is skipped without a warning.
Payroll settings are in place: see Set up payroll before the first run.
Create and process a run
Open People › Payroll › Payroll Management. The panel at the top summarises how runs work; select Payroll guide for the full cycle.
Select Create run, enter Period start and Period end, and select Save. The end date must be after the start date.
The new run appears with the status Draft. Nothing is calculated yet. Its reference follows the period, not today's date: a July run created in August is still numbered for July (for example PR-202607-0001).
When the inputs are ready, open the row's Actions menu, choose Process, and confirm with Process.
The run moves to Processing and then Completed. The list now shows the number of Employees and the total Net pay.
Open Actions › View to inspect the run: total Gross, Deductions, Tax and Net, the processing date, and one row per employee with that employee's figures and payslip status. Select a row to open the payslip.
Approve and pay the payslips. Select Open in payslip list to work on this run's payslips only. See Approve, pay and send payslips.
After payslips are marked paid, select Bank file on the run to download the salary transfer file.
Rules the system applies
No repeated or overlapping periods. The system refuses a period that already has a run, and any period that overlaps an existing run, so the same salary cannot be paid twice.
Snapshot. Later changes to attendance, salaries or allowances do not update payslips that were already produced.
No attendance at all. An employee with no attendance record and no approved leave in the whole period is paid in full, without an absence deduction. Their payslip says so under How this was calculated. Check attendance before you process, because the system does not stop you.
Interrupted processing. If processing fails partway, the run returns to Draft. Fix the cause and process again; employees already calculated are not duplicated.
Posting. Processing does not write to the general ledger, although the confirmation mentions salary entries. The journal entry is created per payslip when it is marked paid, and only when General Ledger integration is on. See How payroll posts to the general ledger.
Correct a run
While no payslip of the run is paid, you can undo it:
Open the run's Actions menu and choose Rollback, then confirm with Rollback.
The run's payslips are deleted and the run returns to Draft. Loan balances and installment counts are restored, and the penalties it deducted become available to the next processing again.
Correct the data and select Process again.
Rollback is available for Completed runs and for runs stuck in Processing. If even one payslip of the run is paid, the system refuses and tells you how many are paid; reverse those payments in accounting first. Delete removes a run only while it is still Draft.
Common questions
Is there an approval step for the whole run? No. You approve payslips individually or in bulk on the payslips screen.
An employee is missing from the run. Check that the employee was Active and assigned to your branch when you processed the run. If they were not, roll the run back, fix the record and process again.
Can I run payroll for another branch? A run covers the branch you are working in when you create it. Switch branch first.