Pay Slips
Home > Management Mode > Pay SlipsAdministrators can select Pay Slips on the Management Mode home screen to create, issue, and manage pay slips for users (employees). Only administrators with the Wages permission can view or manage pay slips.
The Pay Slips page is divided into Drafts and Issued. Drafts are not available to users (employees); issued pay slips are available to the corresponding users (employees).
Create a Pay Slip
Home > Management Mode > Pay Slips > Create Pay SlipOn the Pay Slips page, select Create Pay Slip, choose the user (employee) for the pay slip, and then configure its details.
| Field | Description |
|---|---|
| Pay period start | Sets the first day covered by this pay slip. |
| Pay period end | Sets the last day covered by this pay slip. It cannot be earlier than the pay period start. |
| Payment date | Sets the date on which payment is made. |
| Earnings | Add amounts payable to the user (employee), such as base pay, overtime pay, or allowances. Every item needs a name and an amount. |
| Deductions | Add amounts deducted from pay, such as insurance premiums or leave deductions. Every item needs a name and an amount. |
The page automatically calculates Total earnings and Total deductions, and displays Net pay. Net pay is total earnings less total deductions and cannot be negative.
Current employee wages are for reference only when creating a pay slip. Administrators still need to enter each earning and deduction amount manually in the pay slip.
To reuse a previous record, select Copy previous record. This replaces the current earnings and deductions with those in the selected record; the pay-period dates and payment date do not change.
Save a Draft or Issue a Pay Slip
When the details are complete, select Save as draft or Issue Pay Slip.
- Save as draft: Saves the content temporarily. Users (employees) cannot view it. You can continue editing the draft or select Delete Draft to remove it permanently; deletion cannot be undone.
- Issue Pay Slip: Makes the pay slip available to the corresponding user (employee) and sends a push notification.
Before issuing, confirm all of the following:
- A valid pay period and payment date have been set.
- At least one earning has been added.
- Every earning and deduction has a name and an amount greater than zero.
- Net pay is not negative.
Amounts can contain up to two decimal places.
Manage Issued Pay Slips
Open an item in Issued to view its pay period, payment date, earnings, deductions, total earnings, total deductions, and net pay.
To update an issued pay slip, edit its details and select Reissue. The user (employee) can then view the latest content and receives another notification.
To temporarily stop a user (employee) from viewing a pay slip, select Withdraw to Draft. After it is withdrawn, the user (employee) can no longer open it. Administrators can continue editing it in Drafts and issue it again when ready.
Frequently Asked Questions
Q1: Where can I find Pay Slips?
A: Go to Home > Management Mode > Pay Slips. Only administrators with the Wages permission can view or manage pay slips.
Q2: Does a pay slip automatically use the employee's wage setting?
A: Current employee wages are for reference only. Administrators must still enter the name and amount for each earning and deduction manually.
Q3: Can users (employees) view a saved draft?
A: No. A pay slip is available only to the corresponding user (employee) after it has been issued.
Q4: Can an issued pay slip be edited?
A: Yes. After editing it, select Reissue. The user (employee) can view the latest content and receives another notification.
Q5: What happens when a pay slip is withdrawn?
A: The pay slip returns to Drafts, and the user (employee) can no longer open it. Administrators can continue editing it and issue it again when ready.
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