Payroll Activities
View and manage payroll runs for your company.
Payroll Activities is where you create, review, and manage payroll runs. A payroll run is a batch process that calculates salary for all assigned employees for a specific pay period (typically one month).
Navigation: Finance > Payroll > Payroll Activities
What You Will See
The main page displays a table listing all payroll runs your company has created.
Table Columns
| Column | Description |
|---|---|
| Period | The pay period for the run (e.g., January 2025) |
| Status | Current status of the payroll run (Draft, Pending, Approved, etc.) |
| Total Employees | Number of employees included in the run |
| Total Amount | Total net pay across all employees |
| Created Date | When the payroll run was created |
Status Tabs
Use the tabs at the top of the table to filter payroll runs by status:
- All -- Show all payroll runs regardless of status
- Draft -- Runs that are still being prepared and can be edited
- Pending -- Runs submitted for approval, awaiting review
- Approved -- Runs that have been approved and are ready for processing
- Processing -- Runs currently being processed for payment
- Completed -- Runs where all payments have been finalized
- Cancelled -- Runs that were cancelled before completion
Creating a New Payroll Run
To create a new payroll run:
- Click the Run Payroll or Create Payroll button at the top of the page.
- Select the pay period by choosing the month and year.
- The system automatically calculates salaries for all employees who have an assigned salary schema. This includes base salary, earning components, commission, and all deductions.
- Review the payroll summary, which shows:
- Total number of employees included
- Total gross pay across all employees
- Total deductions
- Total net pay (the actual disbursement amount)
- If everything looks correct, submit for approval.
Only employees with an assigned salary schema will be included in the payroll run. If an employee is missing, check their salary assignment first. See Salary Assignment for details.
Viewing Payroll Details
Click on any payroll run row to open the detail view. The detail page shows:
- Summary card -- Total employees, gross pay, deductions, and net pay at a glance
- Employee breakdown table -- Individual rows for each employee showing their earnings, deductions, and net pay
- Status indicator -- Current status of the payroll run with available actions
From the detail view you can drill into any individual employee's payslip. See Viewing Payslips for more information.
Available Actions
The actions you can take depend on the current status of the payroll run:
| Status | Available Actions |
|---|---|
| Draft | Edit employee items, Submit for approval, Delete the run |
| Pending | View details only (waiting for approval) |
| Approved | Start processing |
| Processing | View details only (system is working) |
| Completed | View details, Download payslips |
| Cancelled | View details only |
You can only edit a payroll run while it is in Draft status. Once submitted for approval, no further changes can be made unless it is returned to Draft by an approver.
Deleting a Payroll Run
Only payroll runs in Draft status can be deleted. To delete:
- Open the payroll run from the list.
- Click the Delete button.
- Confirm the deletion.
Payroll runs in any other status cannot be deleted. If a run needs to be abandoned after submission, it must be cancelled instead.