Run payroll
Create a pay cycle, check the register, run it with the recoveries you choose, then record what the bank paid.
Who can do this: Administrators and finance
Before you start
Check Configuration → Payroll. The pay basis (a monthly salary, or a day rate for the days present), the working days per month and the overtime multiplier decide every figure. Pay is gross; advances and uniform charges are recovered only if you choose to when you run the cycle.
Create the cycle
- Open Payroll & HR and choose New pay cycle.
- Name the cycle — last month is filled in — and set the first and last day of the period.
- Choose Create cycle. Staff with no pay recorded are left out, and listed under Left out of this cycle.
Overtime is paid from attendance at your overtime multiplier.
Check it before you run it
The Payroll register shows each person’s base pay, overtime, allowances and deductions. Put right what is wrong first. The attendance, the pay on the staff record, or extra duty with Record extra duty.
Run it
- Choose Run Payroll.
- Decide whether to recover salary advances and uniform charges this cycle. The preview shows the net payout as you switch them.
- Add a note if it helps, and choose Run payroll.
A processed cycle cannot be run again, and running it moves no money.
Pay it, and record what the bank did
- Under Salary payments, choose Download bank file and upload it to your bank as it is. Opening and saving it in Excel can change long account numbers.
- When the bank has paid, select the staff and choose Mark paid with the date and the bank reference (UTR).
- For a transfer the bank returned, choose Mark failed; for cash, Paid in cash with the voucher number.
A guard’s payslip says Credited only once you have recorded it. Staff with no account number or IFSC are flagged before you download the file.
Someone who has left
Settle a leaver’s final pay with Final pay, from Left out of this cycle or from the leaver’s row in Workforce.