Running monthly payroll

Monthly payroll creates one salary slip per staff member for the month you choose. Each slip pulls in the basic salary, assigned allowances and deductions, loan instalments due that month and any attendance deductions you have switched on. You then pay the slips, in cash or by bank transfer.

Before you start

• Staff records have a basic salary, and recurring allowances and deductions are assigned.
• Staff attendance for the month is complete, if you use attendance-based deductions.
• Any tax or statutory deductions are set up and checked with your accountant or a local adviser. Payroll does not make your setup compliant with any country's law; it applies the rules you configure.
• You need permission to create salary and, separately, to pay salary.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Create the month's slips

1. Go to Payroll > Create Salary.
2. Under Select Category, choose Monthly Payroll.
3. Narrow the staff if you need to by Branch, Department, designation or individual staff. Leave them on "All" to include everyone.
4. Read the statutory deductions summary. It tells you what will appear on the slips, for example that no staff are marked as tax payers or that a rate is zero. Fix anything unexpected in Payroll > Settings before you continue.
5. Choose the Payroll Month and Payroll Year.
6. Answer Deduct Transport Charges? and Deduct POS dues? if those options apply to you.
7. Set the Create Date (Last Date of Month) and click Create.

Check the slips

1. Go to Payroll > View Salary Slips and filter by year and month.
2. Open any slip to see its earnings, deductions, sub totals and grand total.
3. To correct a single slip, go to Payroll > Pay Salary, search for the person, and use Edit Salary Slip or Add Allowances / Deductions.

Pay salaries

1. For one person, go to Payroll > Pay Salary, search for them, choose the slip, set the Payment Date, where it was Paid From and the Paid Amount, and save. You can pay part of a slip; it then shows as partially paid.
2. For many people, select slips on View Salary Slips and use Pay Challans.
3. For bank transfers, use Export Bank Transfer File on View Salary Slips, choose a Format, and click Download CSV. Upload this file through your bank's own service.

Good to know

• No duplicates. If a person already has a slip for the chosen month, they are skipped and listed under Already Created Vouchers. Running payroll twice does not pay anyone twice.
• Late joiners and leavers. Staff must be active, and their joining date must fall on or before the month. A person who joined mid-month has their basic salary reduced to the days worked.
• Loan instalments due that month are added to the slip as a single loan recovery deduction.
• Advance salary. To pay one person ahead of the month, choose Advance Salary under Select Category instead.
• Bank file contents. Only staff whose payment method is Bank and who still have a balance to pay are included. Check the file before you upload it.
• Removing slips. Slips created by mistake can be removed from View Salary Slips. A slip that already has a payment recorded against it cannot be removed until that payment is removed first.
• Staff see their slips. Once created, slips appear in each person's staff portal under My Payslips.

For an overview, see Payroll.