Payroll — User Guide

Enable Employees first, then install Payroll from Marketplace (free). For journal posting and bank deduction on Mark paid, also install Accounting. Nav appears under HR.

Payroll profiles

1. Open Payroll profiles (or Payroll → Profiles).
2. Create one profile per employee: base salary, currency (defaults to workspace currency from Settings → General; editable), pay frequency (monthly / biweekly / weekly), optional effective-from date and notes.
3. Only active employees with a profile are included when you create a pay run.

Working-day basis (Settings → Attendance)

Choose how pay runs divide salary into a daily rate:

Basis	Working days	Gross
Work week in period (default)	Count of work-week days in the period (Settings → work week, default Mon–Fri)	Full base salary; leave/absent/late become adjustments
Calendar month days	Days in the month when the period is the full calendar month (e.g. 1 Oct–31 Oct → 31).	Pro-rata: daily × (working days − unpaid leave − absent); late ladder remains an adjustment

Paid leave (Leave Management paid types / deduct_salary = false) never reduces days counted or creates unpaid-leave deductions.

When Calendar month days is selected, pay runs must start on the 1st and end on the last day of the same month (API returns 422 otherwise). Changing the basis does not recalculate existing draft pay runs — recreate drafts after switching.

Pay runs

1. Create a pay run with period start and end dates (full month required for calendar-month basis).
2. The system generates a line per active employee profile using the working-day basis above:
   • Daily rate = base salary ÷ working days
   • Unpaid leave / unexcused absences / late ladder each gated by Settings → Attendance toggles
   • Unpaid leave comes from approved Leave Management requests whose leave type is unpaid (when that module is installed and the unpaid-leave deduction toggle is on)
   • Unexcused absences come from Attendance absent / uncovered half_day records that do not overlap approved leave (when Attendance is installed and the absent deduction toggle is on)
   • Optional Deduct salary for offs/holidays next to absences (off by default): absence or unpaid leave on the working day before/after a weekly off or holiday also deducts those off/holiday days; paid leave does not bridge
   • Late check-ins stay present for attendance; when the late-deduction toggle is on, a ladder (e.g. 3 lates → 1 day, 6 → 2 days) adds day-salary penalties. One late day never deducts.
   • Net is never negative; draft lines stay editable
3. While draft, edit period notes and line gross/adjustments (net recalculates). Breakdown columns (work days, days counted, daily rate, unpaid leave, absent, lates, late days) are shown for audit.
4. Export CSV from the pay run page downloads a register matching Person Name, Salary, Working Days, Per Day, Days Count, Salary for Days, Lates, Deduction Days, Leave Days, Deduction Amount, Payable (+ TOTALS).
5. Approve from the pay runs list row menu, the quick peek, or the full record page (requires at least one line).
6. Mark paid the same way. When Accounting is installed, choose Paid from (cash/bank). EloSync posts (or creates and posts) the salary accrual journal, then posts a payment journal that credits the paid-from account so that bank’s balance decreases. Without Accounting, Mark paid is status-only.
7. Optionally Post to journal from the full record page (approved, before payment) to create a draft accrual early (Dr Salary Expense 6400 / Cr Salaries Payable 2200). Mark paid posts that draft if it still exists, then posts the payment.

My salary slips (employees)

Linked employees with payroll.view_own (staff by default) can open My salary slips and download PDF copies of their paid pay-run lines for personal records. Managers with payroll.view can also download line PDFs from a paid pay run’s lines table (Download).

Pay slip PDFs use the same company branding as invoices and quotations: logo and button color (when Branded is entitled), company name/tagline/address/phone/website from Settings → Branding, and tax registration ID from Settings → General when set. Each slip shows a zero-padded slip number (e.g. 0001), employee details, period attendance breakdown (working days, days counted, present/leave/absent/late — daily rate is kept on the pay-run admin table only), salary for days, deduction amount, and payable salary.

Workflow

draft → approved → paid

Only drafts are editable or soft-deletable. Accounting integration requires active cash/bank (for Mark paid) and Salary Expense / Salaries Payable accounts (starter codes 6400 / 2200, or overrides on Post).