Employees
| Problem | Why | What to do |
|---|
| "You Cannot Delete, its Already In Payroll" | The employee has been paid at least once | Use Termination or Active/InActive instead |
| A tab turns red when saving | A required field on that tab is empty | Open the red tab; required fields include Date of Birth, joining/expiry/active dates, Company and Paygroup |
| "Below Min Range" / "Above Max Range" | Grade validation is on and the amount is outside the grade | Correct the amount or choose the right grade |
| Photo won't upload | The file is larger than 1 MB | Use a smaller image |
| Housing isn't filled when I pick a House Allowance | The housing salary part's name doesn't contain "Housing" | Rename it in HR Setup |
| A drop-down value disappeared on old employees | The master value was deleted | Re-create it with the same code; rename instead of deleting in future |
Payroll
| Problem | Why | What to do |
|---|
| Save stays disabled after Run | No one in the selection can be paid | Check company and filter; employees may be inactive, already paid this month, or start after the month |
| An employee is missing from payroll | Inactive, terminated, on advance-paid vacation, already in another payroll this month, or Active from date after the month | Check the employee's Live Status and Contract tab |
| A bonus isn't in the payroll | The Other Payment isn't posted, With Salary is unticked, or the Payment Date is in another month | Fix and post it, then regenerate |
| An absence wasn't deducted | The absence type is paid, or the absence crosses month-end | Check the type; split cross-month absences into one row per month |
| GOSI is wrong or zero | GOSI wasn't recalculated after a salary change, or the GOSI rule's Max Value is 0 | Fill the Max Values; on the employee click ReCalculate Gosi, tick Update GOSI, save; regenerate |
| Can't delete or regenerate a payroll | It is posted | Posted payrolls are final. Correct differences next month with an Other Payment or Other Deduction |
| The regenerated payroll has a new number | Regenerating always saves under a new document number | Use the new number for printing and posting |
Leave
| Problem | Why | What to do |
|---|
| Leave type missing in Vacation Entry | It doesn't have "Deduct Leave From Annual Vacation" ticked, or belongs to another company | Edit the leave type in Leave Configuration |
| "Employee Already had Vacation Entry in the selected date" | The dates overlap another vacation | Change the dates or edit the existing entry |
| Can't edit a vacation | Payroll has already included it | Correct it with an adjustment or an absent entry |
| Vacation not listed in Vacation Return | Only vacations with an advance vacation salary are returned | No return needed – the employee was never made inactive |
| Employee not paid after returning | The return was saved with Re-activate Employee unticked | Use Active/InActive to make them active |
| Balance looks too low in January | "Up to date vacation balance calculation" earns leave day by day | Expected; or untick the setting in HR Setup to give the whole year's days from 1 January |
| Employee missing in Office Absence Entitlement | They have no entitlement row for that leave type | Open and save the employee once (Allowance tab with the Vacation type and Days) |
Loans
| Problem | Why | What to do |
|---|
| "Settled loan cant be edited" / "Loan Entry Already Posted" | An instalment has been recovered, or the loan is posted | Use Loan Deferment or Loan Settlement instead |
| Instalment lower than expected | Nearly paid off, deferred this month, or capped by the employee's max loan deduction % | Check Loan Movement and the employee's Allowance tab |
| Early repayment not reflected in payroll | The settlement isn't posted | Post it in Loan Settlement or Loan Posting |
| "Receipt amount must be lesser than Balance" | More than the balance was entered | Enter at most the balance |
Self service
| Problem | Why | What to do |
|---|
| Employee sees empty screens | Their user isn't mapped to an employee | Settings → Users → Map Employee |
| A request isn't reaching any approver | The employee's user isn't mapped to a group for that request type, or the group has no hierarchy | Check Workflow User Mapping and Workflow Hierarchy |
| Approver can't find the request | The approval list shows one company at a time | Choose the requester's company and click Refresh |
| "This user is not authorized to approve…" | The email link was opened by a different logged-in user | Log in as the approver, or open the request from the approval list |
| Not sure whether an overtime request was approved or rejected | The confirmation message can be the same in both cases | Check the Status column in the approval list |
| Employee can't edit their request | The first approver has already acted | Ask the approver to reject it back |