Payroll

Payroll Generation

Introduction to Payroll Generation

The Payroll Generation page is used to process employee payroll based on recorded employee and attendance data. It calculates employee earnings, deductions, taxes, and net pay for the selected payroll period.

To access the Payroll Generation page, navigate to Human Resources → Payroll → Payroll Generation, as shown in the image below.

The system redirects to the Payroll page, where several payroll processing features are available.

Payroll Generation Features

Payroll Generation Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• bolt Generate Payroll
• Preview Payroll

Payroll Generation Summary Table

The Payroll Generation Summary Table consists of the following columns:

• Title. Displays the title or payroll period associated with the generated payroll. It may indicate the covered date range or payroll name.
• Payout Date. Displays the scheduled date when the payroll is intended to be paid or distributed to employees.
• Pay Period. Displays the period covered by the payroll and serves as the basis for calculating employee salaries or wages.
• Amount. Displays the total payroll amount for the specified pay period.
• Payee Count. Indicates the number of employees or payees included in the payroll.
• Date Approved. Displays the date when the payroll was approved. A blank value or -- indicates that the payroll has not yet been approved.
• Disbursed. Displays the amount that has been disbursed and, when applicable, the date of disbursement. The indicator beside the amount shows the current payroll status.
• Status. Displayed here is the status indicator of the generated payroll.
• Actions
  • eye View Payroll
  • download Download Payroll
  • money-bill Disburse Payroll
  • pen Edit Payroll
  • like Approve Payroll
  • trash Delete Payroll
  • file-text Preview Payslips PDF

Filter Generated Payroll by Payout Date

1. Click the date picker field to select Payout date range as shown below:
2. Click the filter filter button to display Payroll with the selected Payout date range.
3. Summary table will display the Payroll with the selected Payout date range.

Filter Generated Payroll by Status

The Status filter allows payroll records to be viewed according to their current status.

Click the Filter by Status drop down to select the desired Payroll status to display.

1. Generated. Indicates that the payroll has been successfully generated.
2. Approved. Indicates that the generated payroll has been approved.
3. Partially Disbursed. Indicates that the payroll has been disbursed to some employees but not all.
4. Disbursed. Indicates that the payroll has been fully disbursed.
5. Failed. Indicates that payroll generation was unsuccessful.

Generate Payroll

1. Click the Generate Payroll bolt button. The Generate Payroll modal appears.
2. Enter a Title, if desired. This field may be left blank because the system automatically generates the payroll title based on the selected Start Date and End Date.
3. Select the Start date, End date, and Payout Date.
   • Start Date and End Date define the Pay Period covered by the payroll.
   • Payout Date indicates the scheduled date when the payroll will be paid.

   exclamation-circle Note

   Fields marked with an asterisk (*) are required.

4. On the Payroll Employees tab, select the applicable filters:
   • Projects
   • Locations
   • Departments
   • Pay Type
5. Click filter to apply the selected employee criteria.
6. Review the employees included in the payroll based on the selected pay period and filters.
7. Open the Covered Holidays tab to review holidays within the selected pay period.
8. Click Proceed to continue with payroll generation
9. Review the payroll details in the confirmation step and confirm the generation.
10. Once successfully generated, the payroll record is added to the Payroll Generation list and successful notification will show:
    Payroll successfully generated

Preview Generated Payroll

1. Click the eye button. The Preview Payroll modal displays the generated payroll details in a table.
   • Last Name
   • First Name
   • Employee Number
   • Position
   • Basic Salary
   • Number of Leaves (Without Pay)
   • OT Hours
   • Allowance
   • De Minimis Benefits
   • Laptop Allowance
   • Internet Allowance
   • Rice Subsidy
   • Clothing Allowance
   • Transportation Allowance
   • Laundry Allowance
   • Overtime
   • Night Differential
   • 13th Month Pay
   • Incentives
   • Funeral Allowance
   • Total Benefits
   • PhilHealth
   • SSS Contribution
   • PAG-IBIG/HDMF Contribution
   • Withholding Tax
   • SSS Loan
   • PAG-IBIG Loan
   • Employee Loan
   • Late/Absences
   • Undertime
   • Total Deductions
   • Total Gross Pay
   • Net Pay

   exclamation-circle Note

   The columns displayed in the Preview Payroll table may vary depending on the payroll items configured in the Benefits and Deductions feature on the Payslips page. Only applicable payroll items are displayed in the generated payroll.

Download Generated Payroll in CSV

1. Click the download button to download the generated payroll in Excel CSV format.

Edit Generated Payroll

1. Click the pen of the generated payroll to edit.
2. Select the employee whose payroll details need to be modified.
3. Click the pen beside the selected employee.
4. The Edit Payroll Items section appears, allowing applicable payroll items to be modified.

Edit Payroll Items

1. In the Edit Payroll Items modal, locate the payroll item to be modified.
2. Enter the desired amount in the corresponding Amount field.
3. To remove an existing payroll item, click the trash icon beside the item. From the confirmation modal, click Delete button to successfully delete the Payroll Item, otherwise, click Cancel button.
4. Click Update to save the changes.
5. In the confirmation prompt, click Update to apply the changes or Cancel to discard them.

Approve a Generated Payroll

1. Click the like of the generated payroll to approve.
2. Review the payroll details and employee records displayed in the modal.
3. Click Close to exit the modal without approving the payroll.
4. Click Approve to approve the generated payroll.
5. Once successfully approved, the payroll status is updated accordingly.

   exclamation-circle Note

   The generated payroll can no longer be deleted nor edited once approved.

Delete a Generated Payroll

1. Click the trash Delete Payroll button. A confirmation modal will show after clicking the Delete button.
2. In the confirmation prompt, click Delete to confirm or Cancel to discard the action.

Partially Disburse a Generated Payroll

1. Click the money-bill Disburse Payroll button. The Disburse Payroll modal appears.
2. Select the checkbox check beside each employee payroll to be disbursed.
3. Click Disburse Selected to partially disburse the payroll for the selected employees.
4. In the confirmation prompt, click Disburse to confirm or Cancel to discard the action.

Disburse a Generated Payroll

1. Click the money-bill Disburse Payroll button. The Disburse Payroll modal appears.
2. Click Disburse All to disburse the generated payroll.
3. In the confirmation prompt, click Disburse All to confirm or Cancel to discard the action.

Payslips

Introduction to Payslips

The Payslips page allows employees to securely view and access their individual payslips. It provides a summary of earnings, deductions, and net pay for a specific pay period.

To access the Payslips page, navigate the menu as shown in the image below.

The system redirects to the Payslips page, where several features are available.

Payslips Features

The snip below is the high-level view of Payslips page along with its built-in features.

Payslips Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• receipt-text Configure Benefits and Deduction

Payslips Summary Table (Admin View)

The summary table displays employee payslip records with the following columns:

• Payout Date. Displays the date when the employee's salary is scheduled to be paid.
• Pay Period. Displays the period covered by the payroll, including the start and end dates used to calculate the employee's salary.
• Employee. Displays the employee’s name.
• Status. Indicates the current status of the payslip.
• Actions
  • file-text Preview Payslip

Payslips Summary Table (Employee View)

The Payslips summary table displays employee payslip records with the following columns:

• Payout Date. Displays the date when the salary was paid or scheduled to be paid.
• Pay Period. Displays the period covered by the payslip, including the start and end dates used to calculate the employee's salary.
• Employee. Displays the employee’s name.
• Status. Indicates the status of the payslip.

  info-circle Note

  For employees, the status is always Disbursed.

• Actions
  • file-text Preview Payslip

Filter Payslips by Payout Date

The page includes date filters that allow administrators to narrow down payslip records based on:

• Start Date. Specifies the beginning of the date range.
• End Date. Specifies the end of the date range.

Preview Payslip

Click the file-text Preview button. This will open a modal to display the PDF view of the official Payslip.

On this modal, the user may click download to download a copy of the official Payslip on a local computer under the Downloads file directory.

Benefits and Deductions

Introduction to Benefits and Deductions

The Benefits and Deductions page is used to manage payroll items included in employee payroll. It allows payroll items to be created, edited, organized, and configured according to their amounts and frequencies.

For benefits and deductions with predefined rules and formulas, the system automatically calculates the applicable amounts during payroll processing. Manual formula configuration is not required for these items.

Benefits and Deductions Features

The Benefits and Deductions page provides a centralized view of payroll benefit and deduction items. Each record displays its default amount, applicable payroll frequency, type, status, visibility, and available actions.

To access the Benefits and Deductions page, click the receipt-text Configure Benefits and Deduction on the Payslips page.

Benefits and Deductions Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• plus Create Payroll Item
• sort-ascending Reorder Payroll Item
• file-text Preview Sample Payslip PDF

Benefits and Deductions Summary Table

The Benefits and Deduction Summary Table consists of the following columns:

• Payroll Item. Displays the description or name of each benefit or deduction payroll item.
• Default Amount. Displays the default monetary amount or value assigned to the payroll item.
• Frequency. Indicates when the payroll item is applied during the monthly payroll cycle, such as Week 1, Week 2, Week 3, and/or Week 4.
• Type. Indicates the payroll treatment or classification of the item. Icons identify whether the item is configured as a benefit, deduction, or skipped item.
• Visibility. Determines whether the payroll item is displayed based on its configured visibility setting:
  • Always Show. The payroll item is always displayed.
  • Show if not 0. The payroll item is displayed only when its value is not zero.
  • Hidden. The payroll item is not displayed.
• Status. Indicates whether the payroll item is active or inactive.
• Actions
  • pen Edit Item
  • power-off Activate/Deactivate Item

Search Payroll Item by Description

Allows specific payroll items to be located.

Filter Payroll Items by Type

Filters payroll items according to their configured type.

There are several types available to filter from the drop-down button as follows:

• Deduction. This type indicates that a payroll item is a deduction.
• Benefit. This type indicates that a payroll item is a benefit.
• Skipped. This type indicates that a payroll item is skipped.

Filter Payroll Items by Status

Filters the list based on active or inactive status.

There are several statuses available to filter from the drop-down button as follows:

• Active. This status indicates an Active benefit or deduction item/s.
• Inactive. This status indicates an Inactive benefit or deduction item/s.

Create a Payroll Item

1. Click plus to open the Create Payroll Item modal.
2. Enter or select the following information:
   • Name
   • Type
   • Visibility
   • Uploadable
   • Formula expression
   • Frequency

   info-circle Note

   The Formula Expression field contains the calculation formula for the payroll item. Refer to the Payroll Formula Parameters section for the available parameters.

3. Click Save to create the payroll item or Cancel to close the modal without saving.

   exclamation-circle Note

   Fields marked with an asterisk (*) are required and must not be left blank when Save is selected.

Edit a Payroll Item

1. Click the pen button. The Edit Payroll Item modal appears.
2. Update the applicable fields:
   • Name
   • Type
   • Visibility
   • Uploadable
   • Formula expression
   • Frequency

   info-circle Note

   For Frequency, select or deselect the applicable weeks: Week 1, Week 2, Week 3, and/or Week 4.

3. Click Update to save the changes or Cancel to close the modal without saving.

   exclamation-circle Note

   Fields marked with an asterisk (*) are required and must not be left blank when Update is selected.

Activate a Payroll Item

1. Click power-off for the payroll item to be activated. A confirmation modal appears.
2. Review the confirmation message.
3. Click Activate to activate the payroll item or Cancel to close the modal without making changes.

Deactivate a Payroll Item

1. Click power-off for the payroll item to be deactivated. A confirmation modal appears.
2. Review the confirmation message.
3. Click Deactivate to deactivate the payroll item or Cancel to close the modal without making changes.

Preview Sample Payslip

1. Click the file-text Preview Sample Payslip button.
2. A modal opens and displays the sample payslip in PDF format.

Reorder Payroll Items

The Reorder feature allows payroll items to be arranged according to the preferred order.

1. Click the sort-ascending button to open the Reorder Payroll Items modal.
2. In the Type field, select the payroll item type to be reordered.
3. Drag and drop the payroll items into the desired order.
4. Click Update Order to save the new order or Cancel to discard the changes.

Payroll Adjustments

Introduction to Payroll Adjustments

The Payroll Adjustments page is used to record changes or additional amounts that need to be applied to employee payroll.
Payroll adjustments are used when regular payroll calculations need to be increased or decreased because of a specific payment, deduction, correction, allowance, or other payroll-related transaction.

To access this page, navigate through the following menu path:

Payroll Adjustments Page Features

Payroll Adjustments Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• plus Create Payroll Adjustment
• money-bill-convert Manage Batch Payroll Adjustment

Payroll Adjustments Summary Table

The summary table displays the list of employees with the following columns:

• Employee No.
• Employee
• Title
• Adjustment Date
• Amount
• Type
• Status
• Actions
  • pen Edit Payroll Adjustments
  • ban Cancel Payroll Adjustments

Understanding Positive and Negative Adjustments

The amount determines how the adjustment affects employee payroll.

• plusPositive Amount. Adds the specified amount to payroll.
• minusNegative Amount. Deducts the specified amount from payroll.

For example:

• +₱5,000.00 means ₱5,000.00 is added to payroll.
• -₱12,121.00 means ₱12,121.00 is deducted from payroll.

The amount and adjustment type should be reviewed carefully before payroll generation.

Search for a Payroll Adjustment

Enter the search term in the Employee No., Employee, or Title field. The list automatically filters based on the entered information.

Filter Payroll Adjustment by Type

The adjustment list can be narrowed using the available filters.

Filter Payroll Adjustment by Status

The Filter by Status option displays adjustments according to their current status.

Create Payroll Adjustment

1. Click the plus button in the upper-right corner of the Payroll Adjustments page.
2. Enter the Title of the adjustment.
3. Select the Adjustment Type: Addition or Deduction.
4. Enter the Amount.
5. Enter or select the Adjustment Date.
6. Enter a Description, if needed.
7. Under the Employees section, select the employee(s) to whom the adjustment applies by checking the check beside their name. To select all employees in the list, check the box in the table header.
8. Review the adjustment details and selected employees.
9. Click Create.
10. The new payroll adjustment appears in the Payroll Adjustments list after successful creation.

Review Adjustments Before Payroll Generation

Before generating payroll, the payroll administrator should review the adjustment list to ensure that all applicable adjustments have been entered.

The review should include:

• Checking that all employees with adjustments are included.
• Confirming the adjustment type.
• Confirming the adjustment date.
• Checking whether the amount should be positive or negative.
• Verifying the adjustment amount.
• Checking the adjustment status.

This review helps prevent incorrect or missing adjustments from being included in payroll.

Important Payroll Processing Reminder

The payroll generation process captures eligible adjustments already recorded in the system. If an employee has an adjustment for the payroll period, the adjustment should therefore be created and reviewed before starting payroll generation.

For example, if an employee is entitled to a ₱5,000.00 Medical Allowance for the current payroll period, the Medical Allowance adjustment should be entered first. Payroll can then be generated so that the adjustment is captured.

If an adjustment is entered only after payroll has already been generated, it may not be included in that payroll run and may require separate processing based on the system's payroll procedures.

For each payroll period, the recommended process is:

1. Review employee adjustments.
2. Create/Update adjustments.
3. Verify adjustments.
4. Generate payroll

Completing the adjustment process first ensures that the payroll generation process has the necessary information to calculate employee payroll correctly.

Edit Payroll Adjustment

1. Locate the payroll adjustment to be modified in the Payroll Adjustments table.
2. Click the pen in the corresponding row.
3. In the Edit Payroll Adjustment window, update any of the following fields as needed:
   • Title. Enter or update the adjustment name.
   • Amount. Enter the adjustment amount.
   • Adjustment Date. Select the payroll date to apply the adjustment. Leave blank to apply it to the next payroll cycle.
4. Enter or select the Adjustment Date.
5. Enter a Description, if needed.
6. Under the Employees section, select the employee(s) to whom the adjustment applies by checking the check beside their name. To select all employees in the list, check the box in the table header.
7. Review the adjustment details and selected employees.
8. Click Update to save the changes.

Cancel Payroll Adjustment

1. Locate the payroll adjustment to be cancelled in the Payroll Adjustments table.
2. Click the ban in the corresponding row.
3. Review the confirmation message, which displays the adjustment title and assigned employee.
4. Select one of the following options:
   • Cancel Adjustment to permanently cancel the adjustment.
   • Keep Adjustment to return to the Payroll Adjustments page without making changes.
5. Upon confirmation, the payroll adjustment is cancelled and removed from further payroll processing.

Batch Payroll Adjustment

The Batch Payroll Adjustments feature allows recurring payroll adjustments to be created and managed for one or more employees. It can be used for allowances, deductions, or other payroll items that need to be applied repeatedly over a specific period or recurring schedule.

The Manage Batch Payroll Adjustments window provides options to create new batch adjustments, search existing records, filter results, and view or manage batch details.

Batch Payroll Adjustment Table

• Title. Displays the name assigned to the batch payroll adjustment.
• Start Month. Displays the month when the batch payroll adjustment starts.
• Month Duration. Displays how long the adjustment runs, such as a specific number of months or Perpetual. The frequency is also displayed, such as Once a Month or Twice a Month.
• Next Generation Date. Displays the date when the next payroll adjustment will be generated.
• Payee Count. Displays the number of employees or payees included in the batch.
• Amount. Displays the adjustment amount associated with the batch.
• Status. Indicates the current status of the batch payroll adjustment.
• Actions
  • pen Edit Batch Payroll Adjustment
  • like Approve Batch Payroll Adjustment
  • ban Cancel Batch Payroll Adjustment
  • eye View Batch Payroll Adjustment

Create a Batch Payroll Adjustment

1. Click money-bill-convert Manage Batch Payroll Adjustments on the Payroll Adjustments page.
2. Click the plus button in the upper-right corner of the Manage Batch Payroll Adjustments modal.
3. Enter the required batch payroll adjustment information:
   • Title. Identifies the adjustment.
   • Start Month. Specifies when the adjustment begins.
   • Month Duration. Specifies how long the adjustment applies.
   • Perpetual. Allows the adjustment to continue indefinitely.
   • Frequency. Specifies how often the adjustment is applied, such as monthly.
   • Amount. Specifies the adjustment amount.
   • Adjustment Type. Specifies whether the adjustment is an Addition or Deduction.
   • Employees. Select the employees to whom the adjustment applies by clicking check.
4. Review the entered details and selected employees.
5. Click Create to save the batch payroll adjustment.

The new batch payroll adjustment appears in the Batch Payroll Adjustments list after successful creation.

Edit a Batch Payroll Adjustment

Select the pen button to modify the batch payroll adjustment details.

This option can be used to update information such as the adjustment schedule or amount, depending on the batch's current status.

Approve a Batch Payroll Adjustment

Select the like button to approve the batch payroll adjustment and move it forward in the payroll process.

Cancel a Batch Payroll Adjustment

Select the ban button to cancel a batch that is no longer needed.

View a Batch Payroll Adjustment

Select the eye button to review an existing batch without making changes.

13th Month Pay

Introduction to 13th Month Pay Page

The 13th Month Pay page provides a centralized view of employee 13th month pay records. It allows authorized personnel to review payroll periods, release dates, total payment amounts, number of payees, approval dates, and payroll status.

This page helps ensure that 13th month pay records are properly monitored and reviewed before and after approval and release.

To access this page, navigate to the Human Resources Module by selecting '13th Month Pay' under the Payroll Submodule, as shown in the image below.

13th Month Pay Page Features

The snip below provides a high-level view of the 13th Month Pay page along with its built-in features.

13th Month Pay Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• Generate 13th Month Pay
• Preview Employees

13th Month Summary Table

The summary table displays the following columns:

• Title
• Pay Period
• Release Date
• Total Amount
• Payee Count
• Date Approved
• Status
• Actions
  • like Approve 13th Month Pay
  • eye View 13th Month Pay
  • trash Delete 13th Month Pay

Generate 13th Month Pay

1. Click the Generate 13th Month Pay button.
2. Enter a Title for the 13th month pay run.
3. Select the Pay Period Type:
   • Annually. Used for employees covered by an annual 13th month pay period.
   • Semi-Annually. Used for a six-month pay period.
   • Quarterly. Used for a three-month pay period.
4. Select the Start Date of the 13th month pay period.
5. Select the End Date of the 13th month pay period.
6. Review the employee list displayed in the table, including Employee No., Employee Name, and Department.
7. Once the details are complete and the applicable employees are displayed, click Generate.

Approve a 13th Month Pay

Select the likebutton to review the generated 13th month pay details and confirm approval. Once approved, the batch becomes available for the next stage of payroll processing.

Delete a 13th Month Pay

Select the trash button to permanently remove the selected 13th month pay batch. Confirm the action in the confirmation window to proceed with the deletion.

View a 13th Month Pay

Select the eye button to open the selected 13th month pay batch and review its information, including the covered period, payees, and computed amounts. No changes can be made while viewing the batch.