Computing a payroll

Computing a payroll turns each employee's rate, attendance, pay items and deductions into a payslip. This guide shows how to compute it and how to read the payroll page before you submit it.

Before you start

• The pay period exists (see Creating pay periods) and its attendance is entered or filled from the time log (see Attendance for a pay period).
• Every earlier payroll of the same pay group this year is approved.

Compute the payroll

1. Open Payroll and click the period.
2. Click Compute payroll.
3. Wait for "Computed … employee(s)." If some employees could not be computed, the message says how many and lists them below.

After any change (attendance, a rate, a pay item, a loan), click Recompute payroll. You can recompute as often as you like while the payroll is a draft.

Read the payroll page

• Could not be computed: employees Sahora could not compute, with the reason. Fix each one (click the name to open the employee), then recompute. The payroll can't be submitted until everyone is computed.
• Payroll register: one row per employee with gross pay, SSS, PhilHealth, Pag-IBIG, tax, other deductions and net pay, and the totals. The header row and the names stay in view while you scroll.
• Show the gross pay breakdown (basic, overtime, absences, allowances...): click it to add a column for each kind of earning.
• Changes from the previous pay: totals against the last approved payroll of the pay group, plus new employees, employees not in this run and net pay changes beyond your company's limit (set by the owner in Company setup → Payroll settings).
• What the last recompute changed: after a recompute, which employees changed and which lines.
• Contributions this month against last month: each agency's employee and employer shares, so you can spot an unexpected change.

Above the register, the Register (Excel) links download it for all employees, by branch or by department (marked DRAFT until approved). The journal entry links are under the register.

Notes on employees (flags)

Some employees carry short notes called flags, shown as chips beside the name. The To review line above the register lists each kind once, with how many employees have it. Click it to read what each one means; hover over a chip for the full explanation.

The colour tells you how much it matters:

• Red: must be fixed before the payroll can go ahead, for example missing government numbers or negative gross pay. The To review list opens by itself when there is one.
• Amber: check it before submitting, for example no attendance entered, pay below the minimum wage, gross pay well above the employee's usual pay, or no bank account.
• Grey: for information only, for example a final pay or a loan now fully paid.

The approver must tick that they have reviewed the employees with notes to check before approving.

See how a line was computed

Click an employee's name in the register. The page lists each line under How it was computed, with the figures used, and Year to date after this pay. Click Open payslip (PDF) to see the payslip.

Good to know

• Every line on a payslip keeps the rule and figures it came from, so it can be explained later.
• The statutory values a run used are frozen with it. The register shows "Statutory values frozen with this run" and a fingerprint, so past payslips can be reproduced exactly even after the tables change.
• If a run used statutory values that are loaded but not yet verified, the page says so. The approver must tick that they have reviewed them.
• Computing is for Owner / Management and payroll officers. Next, see Before you submit, then Submitting and approving a payroll.