Pay Slips (Runs) — User Guide
Module: HR Payroll
Audience: Payroll administrators, HR managers
Version: 1.0.0
Last updated: 2026-07-22
Overview
A pay slip run is the monthly payroll batch for a group of employees. You create a run from a pay slip template, review the calculated spreadsheet, then close the run to finalize amounts. After closing, employees appear in reports, HR records, and PDF exports.
Run statuses:
- Opening — draft; you can edit the spreadsheet and run details.
- Closing — finalized; per-employee amounts are stored and PDF bulk export is available.
Prerequisites
- Permission: Pay slips → View (list). Create to add runs. Edit to change spreadsheets and close runs. Delete to remove runs.
- Pay slip template: At least one template with the correct staff scope and columns (see Pay slip templates).
- Source data: Employee payroll values, attendance, and any commissions, deductions, bonus/KPI, or insurance for the target month should be entered before creating the run.
- PDF template (optional): Configure under Payroll → Settings → PDF payslip template for employee PDF layout.
Step-by-step: Create a pay slip run
- Go to Payroll → Pay slips.
- Click New.
- In the modal, enter:
- Month — payroll month (required).
- Time range — optional date range within the month for partial-period attendance (use the date picker).
- Payslip name — label for this run (required).
- Pay slip template — which employee group and column layout to use (required).
- PDF payslip template — layout for individual PDFs (populated when you select a template).
- Currency — payout currency if different from base; conversion rate displays when applicable.
- Click Submit.
- From the list, click the run name to open the spreadsheet editor.
Expected result: A new run in Opening status with one row per eligible employee and calculated values from your payroll data.
Step-by-step: Review and edit the spreadsheet
- Open the run from the pay slips list.
- Review employee rows, formulas, and totals in the spreadsheet editor.
- Make manual adjustments if needed.
- Click Save to persist changes (run stays in Opening status).
- Use Create file to download an Excel copy without closing the run.
- Click Back to return to the list.
Tip: Save before closing. Closing reads the current sheet contents.
Step-by-step: Close a pay slip run
- Open the run in Opening status.
- Verify all employees and amounts are correct.
- Click Payslip closing.
- Wait for the confirmation message; the page reloads.
Expected result: Status changes to Closing. Employee line items are stored for reports, HR Profile payslip tabs, and PDF export.
Important: Closing is difficult to undo. Use re-open only when you must correct a finalized run (admin or appropriate permission required).
Step-by-step: Re-open a closed run
- On the pay slips list, find a run in Closing status.
- Click the checkmark icon in the options column (re-open).
- Confirm if prompted.
Expected result: Status returns to Opening so you can edit the spreadsheet again. You must close again to refresh stored employee details.
Step-by-step: Edit run name, PDF template, or currency
- On the pay slips list, click Edit on the run row.
- Update Payslip name, PDF payslip template, or Currency.
- Submit the modal.
This does not recalculate the spreadsheet. Open the run editor for calculation changes.
Step-by-step: Download employee PDFs (closed runs)
- Find a run in Closing status.
- Click the download icon in the options column.
- Save the generated PDF package.
Individual employee PDFs are also available from the staff Payslip tab in HR records after close.
Step-by-step: Delete a pay slip run
- On the pay slips list, use Delete on the row.
- Confirm deletion.
This removes the run and all stored employee line items for that batch.
Field reference (create modal)
| Field | Required | Description |
|---|---|---|
| Month | Yes | Payroll month for the run |
| Time range | No | Partial-month attendance window (max one calendar month span) |
| Payslip name | Yes | Display name in lists and editor |
| Pay slip template | Yes | Employee scope and column layout |
| PDF payslip template | No | Per-employee PDF layout |
| Currency | No | Payout currency; defaults to base currency |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Pay slips | Missing View permission | Ask admin for Pay slips → View |
| No employees on new run | Template scope too narrow or missing data | Check template filters; verify Manage employees / attendance |
| "No eligible employee" in sheet | Template excludes all staff | Broaden template scope |
| Close fails or no status change | Empty sheet or column mismatch | Ensure employee rows exist; save sheet first |
| Cannot re-open closed run | Permission issue (known product bug) | Ask admin to re-open or fix role permissions |
| Physical file missing warning | Server file deleted | Recreate the run |
| Manager sees partial run only | View own permission filters to managed staff | Expected for managers; payroll admin uses full view |
| PDF download missing | Run not closed | Close the run first |
| Wrong amounts | Source data not entered for month | Update employees, attendance, deductions, etc., then create a new run |
Related features
- Payroll → Pay slip templates — define who is paid and sheet layout
- Payroll → Manage employees / Manage attendance — primary payroll inputs
- Payroll → Commissions / Deductions / Bonus KPI / Insurance — additional inputs merged at run time
- Payroll → Settings → Data integration — HR Profile / Timesheets / Commissions sources
- Payroll → Reports — pay slip and income reports (closed runs)
- HR → HR records → staff → Payslip tab — employee pay history after close