Payroll
Overview
The Payroll module completely automates the calculation of employee wages, allowances, and deductions. By looking at an employee's active job, recorded attendance, and assigned benefits, the system generates individual payslips (Pay Statements) and automatically posts the total payroll costs directly to your accounting ledgers.
When Do I Use This?
- At the end of your standard pay period (weekly, bi-weekly, or monthly) to calculate salaries.
- When you need to generate official pay statements for your staff.
- When you need to record payroll expenses and liabilities into your financial system accurately.
How To Use
1. Starting a Payroll Run (Payroll Drive)
The "Payroll Drive" is the screen where you tell the system to start calculating pay for a specific period.
- Go to Payroll from the main HR dashboard.
- Select Payroll Drive from the menu.
- Enter the Period Start and Period End dates (the days the employees actually worked).
- Enter the Pay Date (the date the funds will be distributed or deposited).
- Click Start.
Note: The system will run in the background. It finds all active employees, calculates their working days, applies full-time salaries or day rates, checks approved attendance hours, and adds/subtracts active allowances and deductions.
2. Reviewing the Payroll Run
Once the system finishes calculating, it groups everything into a single "Payroll Run" record.
- Go to Payroll Run from the dashboard menu to see a list of all historical runs.
- Click on the newly generated run.
- Here, you can see the overall Total cost of payroll for the company.
- You will also see a link to the automatically generated financial Transaction (Journal Entry).
3. Viewing Individual Pay Statements (Payslips)
A Pay Statement breaks down exactly what an individual employee earned and why.
- From inside the Payroll Run, or by clicking Pay Statement on the dashboard, open an employee's record.
- You will see a summary of their Total net pay.
- Open the details to see individual Pay Statement Lines (e.g., Base Salary, Overtime, Tax Deduction). You can review the exact daily rates, total working days, and detailed attendance logs that justify the amounts.
Field Descriptions
Payroll Drive Form
| Field Name | Description |
|---|---|
| Period Start | The first day of the work cycle being evaluated (e.g., the 1st of the month). |
| Period End | The last day of the work cycle being evaluated (e.g., the 30th or 31st of the month). |
| Pay Date | The official date the wages will hit the financial books and employee bank accounts. |
Payroll Run (Summary)
| Field Name | Description |
|---|---|
| Serial | A unique, system-generated tracking number for this batch of payroll. |
| Total | The grand total amount of net pay issued to all employees in this run. |
| Transaction | A link to the financial accounting journal entry that recorded the expenses and payables. |
| Work In Progress | If checked, the system is still actively calculating the numbers. |
Pay Statement Line (Earning/Deduction Details)
| Field Name | Description |
|---|---|
| Name | The title of the earning or deduction (e.g., "Nurse Salary", "Housing Allowance", "Late Penalty"). |
| Unit | The multiplier applied. Usually represents the number of working days calculated for the period. |
| Rate | The actual financial amount to be paid or deducted for this line item. (Deductions will show as a negative number). |
| Detail | A text breakdown automatically generated by the system. For jobs tied to attendance, this box will list every individual clock-in/out record and the total hours worked per day. |
| Account Expense / Payable | The specific financial accounts tied to this pay item, ensuring your general ledger stays balanced. |