Deductions — User Guide
Module: HR Payroll
Audience: Payroll administrators, HR managers
Version: 1.0.0
Last updated: 2026-07-22
Overview
Deductions is the monthly spreadsheet where you enter salary deduction amounts for each employee before creating a pay slip run. The columns on this screen come from the deduction types you configure under Payroll → Settings → Salary deductions list.
Complete this screen after Manage employees and before creating a pay slip run for the month.
Prerequisites
- Permission: Deductions → View (open the screen). Create or Edit to save.
- Deduction types configured: Payroll → Settings → Salary deductions list (at least one row with code/description, rate, and basis).
- Employees must exist on Manage employees.
Step-by-step: Open and review the deductions spreadsheet
- Go to Payroll → Deduction manage.
- The page opens on the current month with one row per eligible employee.
- Scroll horizontally to see deduction columns (one per configured deduction type).
- Read-only identity columns: employee number, name, department.
Expected result: Handsontable grid with employee rows. The save button reads Submit (first save) or Update (data already exists).
Step-by-step: Filter employees
- Set Month to the payroll period you are working on.
- Optionally filter by Department, Role, or Staff (multi-select).
- Wait for the grid to reload.
Tip: Confirm the month picker before saving — the save action uses the selected month.
Step-by-step: Enter deduction amounts
- Click deduction cells and enter amounts (numeric).
- New rows may show default values from the deduction type rate in settings — adjust as needed.
- Click Submit or Update.
Expected result: Success message; deduction data is stored for that month and used when you create a pay slip run.
Key fields
| Area | Examples |
|---|---|
| Identity | Employee number, name, department (read-only) |
| Deduction columns | One column per deduction type from settings (e.g. loan repayment, union dues) |
| Month | Controlled by the month filter (stored as first day of month) |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| No deduction columns | No types in settings | Add rows under Payroll → Settings → Salary deductions list |
| Cannot see all employees | View own permission only | Request Deductions View (global) |
| Pay slip shows wrong deductions | Wrong month or missing data | Re-check month filter; save before creating run |
| New deduction type missing from grid | Settings changed after save | Refresh page; re-enter values for the month |
Column header shows (gross) or (fixed_amount) |
Basis type from settings | Enter explicit amount or rely on payslip auto-calculation at run time |
Related features
- Payroll → Settings → Salary deductions list — defines deduction types and default rates
- Payroll → Settings → Payroll columns —
Total Deductionsand per-type columns on payslips - Payroll → Pay slips — consumes deduction values when creating a run
- Payroll → Manage employees — prerequisite employee master data