Running Payroll
Create, check, regenerate, print and post the monthly payroll – with a checklist and a fully worked payslip.
The monthly payroll cycle
Running the monthly payroll
This video will show: a full month from entries to posting, including regenerating, payslips and the bank file.
Before you run payroll – checklist
| ✔ | Check | Where |
|---|---|---|
| ☐ | New joiners are created with the right Active from date and salary | Employees |
| ☐ | Leavers are terminated, and people on long unpaid leave are inactive | Termination, Active/InActive |
| ☐ | Salary increments for this month are applied | Salary Increment |
| ☐ | Absences and overtime are recorded (or the timesheet is approved) | Attendance & Overtime |
| ☐ | Vacations starting or ending this month are entered | Vacation & Leave |
| ☐ | Bonuses are saved and posted; deductions are saved | Other Payment / Other Deduction |
| ☐ | New loans are entered; deferrals and early repayments (posted) are done | Loans |
What payroll calculates
For every active employee of the company, payroll works out:
| Line | Comes from |
|---|---|
| Earnings (Basic, Housing, Transport…) | The employee's Allowance tab. A new joiner is paid only from their Active from date |
| + Other payments | Posted Other Payments with With Salary ticked, dated in the month |
| + Overtime | Overtime hours of the month × the rate in the overtime rule |
| = Gross Pay | |
| − Absence | Unpaid absences and unpaid leave days in the month |
| − Loan instalment | The month's instalment of each loan, within the employee's max loan deduction % |
| − Other deductions | Other Deductions dated in the month |
| − GOSI (employee share) | The GOSI amount stored on the employee |
| = Net Pay | Gross Pay − Total Deduction |
Paid leave in the month appears on the Vacation tab as a separate line, unless it was already paid in advance through Vacation Salary Generation.
1. Create the payroll
- Open Payroll and click Create Payroll.
- Select Period (month and year) and the Company. Month, Year and Working Days are shown.
- Choose who to include: All Employees, or by Branch, Department or Location (pick one or more). To pay just one person – for example a late joiner – choose All Employees and tick Single Employee payroll.
- Click Run. The General tab shows one line per employee: days, each earning, gross pay, each deduction, total deduction and net pay, with totals at the bottom. The Vacation tab lists paid leave in the month.
- Check the figures. Compare the totals with last month and look at anyone with unusual deductions.
- Click Save. "Pay Roll Created" appears with the payroll document number. Loan instalments are recorded as received.
| Employee | Days | Basic | Housing | Transport | Gross Pay | Total Deduction | Net Pay |
|---|---|---|---|---|---|---|---|
| E0011 Ahmed | 30 | 6,000 | 1,500 | 500 | 8,375.00 | 2,316.25 | 6,058.75 |
| E0027 Sara | 30 | 7,000 | 1,750 | 500 | 9,250.00 | 853.13 | 8,396.87 |
| E0058 Fatima | 16 | 4,267 | 1,067 | 427 | 5,760.00 | 520.00 | 5,240.00 |
Fatima joined on 15 November, so she is paid for 16 days.
2. Fix something and regenerate
Found a missing absence after saving? Correct the entry, then rebuild the payroll:
- Correct the source entry (absence, overtime, other payment, employee salary…).
- Click Create Payroll, choose the same period and company, and tick Payroll Regenerate.
- Pick the Doc No of the saved payroll. Only payrolls that are not yet posted are listed.
- Click Regenerate Payroll. The payroll is recalculated and saved under a new document number – use the new number from now on.
To throw a payroll away completely, click the delete icon on the payroll list (only for payrolls that are not posted) and confirm with Delete Payroll.
3. Payslips, payroll report and bank file
Click the view icon on a payroll in the list. In the Print Payroll panel:
| Button | What you get |
|---|---|
| Print (Detail / Summary) | The Payroll Report for management approval |
| Excel icon | The payroll in Excel |
| Print Payslip | Pick an employee to print their payslip: earnings, deductions, net salary in figures and words, bank and account |
| Export Excel (Bank) | A bank-transfer list with each employee's account and net pay |
The Payroll-Print screen does the same for any month, with extra filters: Posted / Un Posted, several companies, payment type (e.g. only bank-transfer employees) and payslips sorted by code or name. Employees with self-service access can also print their own payslips from Payroll History.
4. Post the payroll
When the salaries have been approved and paid, post the payroll so it appears in the accounts.
- Open Post Payroll. Unposted payrolls are listed, one line per employee.
- Tick the payroll (ticking any one employee of a document posts the whole document).
- Click Post. You'll see how many payrolls were posted.
Posting creates the salary journal in the General Ledger: salary and GOSI expenses on one side; net salaries payable, GOSI payable, and recovered loans and deductions on the other.
Worked example: Ahmed's November payslip
One month, every kind of entry
Ahmed: Basic 6,000 · Housing 1,500 · Transport 500. Saudi, GOSI employee share 9.75% of Basic + Housing. November has 30 days, 8 working hours a day.
| What happened in November | Entered in |
|---|---|
| 10 hours overtime at 150% of Basic | Overtime |
| 2 days absent without leave (rule deducts Basic + Housing, 100%) | Absent Entry |
| Salary advance instalment 1,000 | Loan Entry (from earlier) |
| Mobile bill 85 | Other Deduction |
The rates above are examples; your own overtime, absence and GOSI rules decide the real figures.
Common questions
| Question | Answer |
|---|---|
| Save stays disabled after Run | Nobody was found to pay: everyone in the selection is inactive, already in a payroll for this month, or starts after the month. Check the filter and company |
| An employee is missing | Check that they are active, belong to the selected company, have an Active from date on or before the month end, and aren't already in another payroll for this month |
| A bonus didn't appear | The Other Payment wasn't posted, With Salary was unticked, or the Payment Date is in another month |
| GOSI is wrong after a salary change | Recalculate GOSI on the employee (Allowance tab → ReCalculate Gosi → Update GOSI → Update), then regenerate |
| Loan deduction is lower than expected | The loan may be deferred this month, nearly paid off, or limited by the employee's max loan deduction % |
| I can't delete or regenerate a payroll | It has been posted |